Full Job Description
Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations. We have an immediate opening in our Chattanooga office for an Office Administrator.
The Office Administrator is responsible for the application of Firm policies and procedures in the areas of Financial Management; Human Resource Management; Facilities Management; Systems Management; Practice Management; and Marketing. The Office Administrator works closely with the Managing Partner to ensure the office objectives are met, and interacts frequently with the Senior Office Administrator and Director of HR to assure that any issues that arise in the office are handled promptly. The Office Administrator recruits, supervises and oversees the professional development of the non-timekeeper staff and works with all Firm Administrative Department heads to ensure the smooth operation of the office. Essential job functions include:
Prepare and be accountable for annual budgets for the office, including monthly tracking of expenditures and preparation of a monthly variance analysis.
Review, approve and submit all local office vendor invoices (both for the office and for client costs).
Manage all local bank or other cash accounts (operating, trust, escrow, petty cash, etc) – prepare all documentation related to the accounts that is requested by the Accounting Department, sign local office checks and prepare periodic reimbursement requests.
Monitor the office proforma/ invoice preparation process. Help assure that local billing attorneys are meeting processing deadlines.
Assist in monitoring the A/R and WIP balances for the billing attorneys in the office to help assure that these balances stay within the firm’s expectations with respect to age.
Human Resource Management
Recruit and select non-timekeeper support staff.
Supervise all non-timekeeper support staff.
Provide education to all personnel and monitor adherence to all Firm policies and procedures.
Assist in providing new hire orientation.
Facilitate and participate in the performance evaluation process for support staff.
Assist with salary administration for support staff.
Provide motivation, counseling, and discipline for support staff, and, when necessary, participate in terminating support staff personnel.
Be responsible for the professional development of staff.
Assist with benefits administration.
Monitor/manage WC claims, FMLA claims, etc.
Plan local staff/attorney events.
Maintain time and attendance records.
Determine job design and resource allocation.
Participate on committees as needed.
Make recommendations with regard to personnel policies and benefits.
Keep firm-wide HR management apprised of local office personnel issues.
Assure that the office is maintained in good repair and appearance to provide a favorable impression to both visitors and Firm personnel.
Approve all orders for supplies, services and other items that will be charged to the Firm. Assist with space planning, design, and purchasing of equipment, furniture, etc.
Communicate with landlord regarding housekeeping and building maintenance.
Take a leadership role in the relocation or expansion of the applicable office facilities. Work directly with firm-wide management personnel and with the architects, contractors, landlords and building managers.
Be familiar with the terms of all documents pertaining to leased and subleased space in the applicable office.
Coordinate with the IT Department on the efficient operation of the computer systems, telephone and cost recovery equipment.
Monitor and manage local security access system.
Provide local office supervision of the records personnel responsible for in office and off site storage of documents.
Provide local library management and coordinate purchases with the Director of Research & Library Services.
Coordinate work flow in the office.
Manage local Legal Support Teams to firm expectations regarding customer service, team functionality and ratio.
Ensure workflow logs are effectively utilized and monitored for efficiencies and quality control.
Coordinate orientation for all new lawyers, including training and development.
Coordinate the summer associate program, answering questions, and consulting with the firm wide Legal Recruiting team.
Coordinate with the Marketing and Client Development department to maximize local opportunities, enhance the Firm’s visibility and image in local market.
Manage and assist with providing marketing materials for local attorneys.
The physical activity of this position:
Reaching. Extending hand(s) and arm(s) in any direction.
Pushing. Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
Grasping. Applying pressure to an object with the fingers and palm.
Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
Repetitive Motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
The physical requirements of this position:
Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.
The visual acuity requirements including color, depth perception, and field vision:
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
The conditions the worker will be subject to in this position:
The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
Ability to deliver superior service to all internal and external customers and communicate effectively.
Ability to interact in a professional and courteous manner with clients and employees at all times; professional appearance required.
Ability to successfully perform position requirements with excellent organizational, time-management and prioritization skills required.
Ability to work collaboratively within a team; ability and willingness to adapt to changing business demands.
Ability to produce acceptable amount of work efficiently and accurately; ability to produce quality final work product.
Ability to exercise good judgment at all times by making sound and practical decisions; ability to assume responsibility for decisions and act decisively under deadlines.
High level of professional integrity required; ability to maintain confidentiality and build trust.
Ability to lead and motivate the work of others; when applicable, ability to successfully manage direct report(s), including performance evaluation, goal-setting, employee development and problem-solving.
4‐year degree with major coursework in administration or management, finance, human resources, technology or marketing; or combination of education and commensurate work experience required.
5 years’ management experience in related field required, preferably in a professional services environment.
Experience managing business operations such as human resources, technology, facilities, finance and marketing.
Ability to identify and analyze complex issues and problems in personnel and management areas and recommend and implement solutions.
Ability to manage office functions economically and efficiently, organize work, establish priorities and maintain good interpersonal relations and communications with attorneys and staff.
Excellent supervisory and leadership skills.
We offer competitive compensation and a comprehensive benefit package including medical, dental, vision, 401k, and much more.
Please include a cover letter and resume when applying.