Hogan Lovells
Office Administrator
The Office Administrator (OA) is responsible for overseeing the day-to-day operational management of the Miami office, ensuring the smooth and efficient functioning of all business services departments, including Practice Assistants, Office Services, and Facilities. This role works closely with the Office Managing Partner, and the Chief Operating Officer for the Americas to implement and support the office's strategic priorities. The OA also collaborates with Human Resources on the recruitment and integration of business services staff, associates, and attorneys. You will be an important part of our Miami office, recognized as a Top Workplace by the South Florida Sun Sentinel in 2023 and 2024. Job Description
Responsible for the overall day-to-day administration of the office. Prepares the office operating expense budget and monitor monthly vs. actual progress. Manages functions and office social events for lawyers and Business Team employees to include practice group meetings, holiday parties, summer associate programs, staff appreciation, socials, etc. Assists with summer associate recruitment, as requested. Partners with Marketing and Business Development department on client related events and activities Supervises office administrative employees which include legal secretaries, facilities, and reception. Manages the performance management, evaluation and compensation process for administrative employees. Manages the relationship with on-site vendors. Monitors administrative employee attendance, vacations, and other absences from the office. Ensures administrative coverage for lawyers, assuring their administration and support needs are maintained. Manages workflow and ensures that timekeeper needs are timely met. Manages the real estate for the location, assigning work locations and overall office space. Works with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues. Arranges for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc. Coordinates in-house office moves. Coordinates and oversees disaster and emergency preparedness activities for the office. Serves as the leader for responsible business activities across the office, assuring diverse and numerous activities while monitoring the accrued responsible business hours across the office and encouraging participation and engagement in the program. Responsible for Miami office communications and intranet site. Assists with special projects, including with other U.S. and global offices, as may be assigned. All other reasonable duties as may be assigned and required. Additional Responsibilities
Review and approve vendor invoices. Address any invoice discrepancies for resolution. Responsible for processing the electronic client cash receipts and reporting to the firm's Accounts Receivable team. Supervise the processing of the office disbursement account to ensure accuracy. Scheduling of conference rooms and visiting lawyer offices, including catering requests for client and administrative meetings. Coordinate copy, fax, and other equipment purchases with the Office Services Department. Coordinate with appropriate employees and vendors for telephone, computer, online services, and litigation support. Manage the mail/supply operation and ensure that adequate coverage is always provided. Qualifications
Required Skills
Must be client-service oriented. Excellent oral and written communication skills (preferably in both Spanish and English) and organizational skills. Experience working independently as well as within cross-functional teams in a collaborative, professional environment. Excellent interpersonal skills, professional presentation, and the ability to interact well with all internal and external personnel, clients, and vendors. Must maintain confidentiality and exercise good judgment. Must have strong business understanding, leadership, organizational, and analytical ability. Strong working knowledge of Microsoft Office Suite. Ability to work in a fast-paced and sometimes non-structured environment, prioritizing, and juggling multiple tasks, solving problems and demonstrating resourcefulness. Ability to work outside normal business hours to support 24x7 operations. Education, Certifications and/or Experience
Seven (7)+ years of related experience preferred. Law firm experience as an office administrator or manager or in an equivalent position in a professional services environment desirable. Bachelor's degree or equivalent related work experience required. Hours
Core hours are Monday through Friday, 8:30 a.m. to 5:30 p.m., including one hour for lunch. This individual should be flexible and available to work outside of normal business hours, including evenings and weekends as necessary. This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined. Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected Veteran status, or other factors protected by law. Hogan Lovells complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at LeaveofAbsence_US@hoganlovells.com.
The Office Administrator (OA) is responsible for overseeing the day-to-day operational management of the Miami office, ensuring the smooth and efficient functioning of all business services departments, including Practice Assistants, Office Services, and Facilities. This role works closely with the Office Managing Partner, and the Chief Operating Officer for the Americas to implement and support the office's strategic priorities. The OA also collaborates with Human Resources on the recruitment and integration of business services staff, associates, and attorneys. You will be an important part of our Miami office, recognized as a Top Workplace by the South Florida Sun Sentinel in 2023 and 2024. Job Description
Responsible for the overall day-to-day administration of the office. Prepares the office operating expense budget and monitor monthly vs. actual progress. Manages functions and office social events for lawyers and Business Team employees to include practice group meetings, holiday parties, summer associate programs, staff appreciation, socials, etc. Assists with summer associate recruitment, as requested. Partners with Marketing and Business Development department on client related events and activities Supervises office administrative employees which include legal secretaries, facilities, and reception. Manages the performance management, evaluation and compensation process for administrative employees. Manages the relationship with on-site vendors. Monitors administrative employee attendance, vacations, and other absences from the office. Ensures administrative coverage for lawyers, assuring their administration and support needs are maintained. Manages workflow and ensures that timekeeper needs are timely met. Manages the real estate for the location, assigning work locations and overall office space. Works with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues. Arranges for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc. Coordinates in-house office moves. Coordinates and oversees disaster and emergency preparedness activities for the office. Serves as the leader for responsible business activities across the office, assuring diverse and numerous activities while monitoring the accrued responsible business hours across the office and encouraging participation and engagement in the program. Responsible for Miami office communications and intranet site. Assists with special projects, including with other U.S. and global offices, as may be assigned. All other reasonable duties as may be assigned and required. Additional Responsibilities
Review and approve vendor invoices. Address any invoice discrepancies for resolution. Responsible for processing the electronic client cash receipts and reporting to the firm's Accounts Receivable team. Supervise the processing of the office disbursement account to ensure accuracy. Scheduling of conference rooms and visiting lawyer offices, including catering requests for client and administrative meetings. Coordinate copy, fax, and other equipment purchases with the Office Services Department. Coordinate with appropriate employees and vendors for telephone, computer, online services, and litigation support. Manage the mail/supply operation and ensure that adequate coverage is always provided. Qualifications
Required Skills
Must be client-service oriented. Excellent oral and written communication skills (preferably in both Spanish and English) and organizational skills. Experience working independently as well as within cross-functional teams in a collaborative, professional environment. Excellent interpersonal skills, professional presentation, and the ability to interact well with all internal and external personnel, clients, and vendors. Must maintain confidentiality and exercise good judgment. Must have strong business understanding, leadership, organizational, and analytical ability. Strong working knowledge of Microsoft Office Suite. Ability to work in a fast-paced and sometimes non-structured environment, prioritizing, and juggling multiple tasks, solving problems and demonstrating resourcefulness. Ability to work outside normal business hours to support 24x7 operations. Education, Certifications and/or Experience
Seven (7)+ years of related experience preferred. Law firm experience as an office administrator or manager or in an equivalent position in a professional services environment desirable. Bachelor's degree or equivalent related work experience required. Hours
Core hours are Monday through Friday, 8:30 a.m. to 5:30 p.m., including one hour for lunch. This individual should be flexible and available to work outside of normal business hours, including evenings and weekends as necessary. This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined. Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected Veteran status, or other factors protected by law. Hogan Lovells complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at LeaveofAbsence_US@hoganlovells.com.