Littler
Office Administrator (Irvine and Sacramento)
Littler, Irvine, California, United States, 92713
Office Administrator (Irvine and Sacramento, CA)
Under minimal supervision, the Office Administrator will manage the administrative operations of our Irvine and Sacramento, CA offices. The Office Administrator will work collaboratively with firm management and will have significant interaction with corporate departments. This position is based in Irvine, CA. Monthly travel to Sacramento, CA is required. Pursuant to California regulation, the annual salary range for this position is $160,000 to $190,000, contingent on relevant experience and education, and includes eligibility for performance-based bonuses. We offer generous compensation and benefits packages. For more information visit: https://www.littler.com/benefits/state-details. The essential duties and responsibilities include those listed below. Other related duties may be assigned. Regular and predictable attendance is an essential function of the job. Responsibilities
Leadership: Provides leadership and direction to the office staff employees. Leadership: Communicates proactively with the shareholders to ensure that the administrative services and resources are meeting their expectations and the clients’ needs. Leadership: Actively participates in attorney and other office meetings. Leadership: Works effectively with regional Team Leader and as a member of an Office Administrator Team. Leadership: May serve as a Project Leader. Leadership: Seeks input from employees as appropriate and encourages open communication. Leadership: Is proactive in developing plans for the short-term and long-term needs of the office. Leadership: Keeps the attorneys and employees appropriately informed. Leadership: Maintains confidential information. Supervision: Maintains an appropriate level of staffing in the office. Supervision: Hires and supervises the paralegals, legal secretaries and other support staff. Supervision: Provides mentoring and coaching to employees and ensures that they are effectively trained and meeting performance standards. Supervision: Conducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate. Supervision: Manages to the highest standards of client service. Supervision: Implements the policies of the Firm in a fair and consistent manner. Conducts meetings with staff as appropriate. Attorney Development & Recruiting: Maintains local office CLE records and ensures compliance with State requirements. Attorney Development & Recruiting: Manages/coordinates internal firm-wide CLE webinars for local office(s). Attorney Development & Recruiting: Participates in lateral attorney recruiting including completion and submission of attorney hire checklists and verification of current Bar admission. Attorney Development & Recruiting: Manages client intake procedure and file transfer procedure for lateral Shareholders under the Firm's established procedures. Facilities Management: Ensures that all facilities and office services functions are well organized, productive and effectively supporting the needs of the office. These services include reception, mail, photocopy, messenger, purchasing and supplies. Facilities Management: Manages relations with local vendors and local representatives of national vendors. Facilities Management: Maintains local office emergency response and safety programs. Facilities Management: Maintains local security system and physical security of space. Facilities Management: Works collaboratively with Corporate on space utilization, lease administration and subleasing. Facilities Management: Works collaboratively with Corporate and national real estate vendor on build-out, refurbishment and relocation projects. Facilities Management: Serves as a liaison to local property management and coordinates maintenance/repair with local property management/outside services. Financial Management: Prepares and manages the local office budget and business plan. Financial Management: Monitors monthly financial reports and prepares local summary reports for shareholders; explains variances to budget. Financial Management: Oversees organized year-end collection efforts and may participate in direct collection activities. Financial Management: Approves firm and client invoices, check requests and expense reports. Financial Management: Monitors and controls staffing, operating expenses and expense recovery. Financial Management: Manages timekeepers’ weekly time entry/release to ensure deadlines are met. Financial Management: Ensures successful printing, collating, distribution and timely return of prebills in accordance with Firm standards and communicates success and/or problems with Accounting Department. Financial Management: Coordinates financial matters as needed with the Accounting Department. Human Resources Management: Ensures compliance with the firm’s HR policies. Human Resources Management: Manages the Human Resources activities of the office, including recruiting, hiring, orientation, policy development and implementation, staff training, performance evaluations, staff counseling, transfer or discharge of non-exempt employees within approved guidelines, salary administration, exit interviews, and personnel record keeping. Human Resources Management: Manages attorney and staff leaves in local office(s) in conjunction with HR/Benefits Department. Human Resources Management: Coordinates and manages new hire training for all new employees in office in conjunction with HR/Training Department. Human Resources Management: Promotes an environment that fosters excellence and high morale. Human Resources Management: Maintains safety equipment records and manages safety training of appropriate employees (including CPR and AEDs). Human Resources Management: Coordinates safety and security issues with Human Resources Department as appropriate. Human Resources Management: Coordinates employment issues as needed with the Human Resources Department. Marketing: Works collaboratively with local attorneys, Corporate and Regional resources to identify and implement individual attorney and local office client development, marketing and promotional opportunities, including coordination and management of local client seminars, breakfast briefings and other business development events. Marketing: Provides assistance with proposals, research or other client development requests. Marketing: Ensures that the local client mailing list is properly maintained and up to date (i.e., InterAction). Marketing: Maintains collateral materials; prepares and distributes new business packets. Marketing: Serves as a liaison and local resource to the Marketing Department. Office Administration: Provides useful insight to operational data that can be used by Senior Director of Office Operations to materially affect departmental directions and operations. Office Administration: Manages local travel administration. Office Administration: Directs the planning and implementation of various office events such as client events, holiday parties, staff appreciation activities, and other social events sponsored by the office. Practice Support and Information Management: Manages secretarial support, coverage and workflow. Practice Support and Information Management: Manages paralegal support, utilization and case assignments. Practice Support and Information Management: Manages local adherence of new business intake; docket/calendar systems and compliance; records management and case filing. Practice Support and Information Management: Works collaboratively with Regional Litigation Support personnel. Technology Management: Works collaboratively with Corporate and Regional IT personnel to ensure functionality of all systems. Technology Management: Ensures that users receive appropriate orientation and training on software applications and systems. Technology Management: Works with IT resources to coordinate local rollouts and initiatives; oversee problem resolution for users and provide feedback to IT management on the user experience. Qualifications
Education:
Bachelor's degree or equivalent experience (e.g., 20+ years in a similar role) required. Experience: Minimum of five (5) years of dedicated office management experience with law firm or other professional service organizations in order to manage business operations including the direct supervision of non-exempt employees. Thorough understanding of law firm or professional services administration, facilities management, and human resources management as normally acquired through a bachelor’s degree in business administration or a closely related field. Must have direct experience in all the key functional areas of the position. About Littler
Littler is the largest global employment and labor law practice in the world exclusively devoted to representing management. With more than 1,800 attorneys in over 100 offices worldwide, Littler serves as the single source solution provider to the global employer community. Consistently recognized in the industry as a leading and innovative law practice, Littler has been litigating, mediating and negotiating some of the most influential employment law cases and labor contracts on record for over 75 years. Littler’s unparalleled commitment to labor and employment law helps clients navigate a complex business world with nuanced legal issues—building better solutions for clients’ toughest challenges. With deep experience and resources that are local, everywhere, Littler is fully focused on its clients. With a diverse team of the brightest minds, Littler fosters a culture that celebrates original thinking. And with powerful proprietary technology, Littler disrupts the status quo—delivering bold, groundbreaking innovation that prepares employers not just for what’s happening today, but for what’s likely to happen tomorrow. Benefits : We offer a generous benefits package to full-time and part-time employees working at least a 50% schedule. Benefits include comprehensive health, dental and vision plan for you, your spouse/domestic partner and children. In addition, we provide a superior 401(k) plan, ample time off programs, mental health programs, family building and caregiving, generous paid parental leave, life insurance, disability insurance, a wellness program, flexible spending accounts, and an employee referral bonus program. For more information about our benefits visit: www.littler.com/benefits/state-details. For more information about our firm visit: www.littler.com. Littler welcomes submissions of candidates for our open positions exclusively from search firms with an active, signed fee agreement through our dedicated 'Search Firm Portal'. We are unable to consider submissions from search firms without a current agreement in place. For collaboration inquiries or to establish an agreement, please contact us at talentacquisition@littler.com. For inquiries regarding this opportunity, please e-mail Pam Jackson at pjackson@littler.com with the job title in the subject line. Littler Mendelson is proud to be an equal opportunity employer. This job posting is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.
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Under minimal supervision, the Office Administrator will manage the administrative operations of our Irvine and Sacramento, CA offices. The Office Administrator will work collaboratively with firm management and will have significant interaction with corporate departments. This position is based in Irvine, CA. Monthly travel to Sacramento, CA is required. Pursuant to California regulation, the annual salary range for this position is $160,000 to $190,000, contingent on relevant experience and education, and includes eligibility for performance-based bonuses. We offer generous compensation and benefits packages. For more information visit: https://www.littler.com/benefits/state-details. The essential duties and responsibilities include those listed below. Other related duties may be assigned. Regular and predictable attendance is an essential function of the job. Responsibilities
Leadership: Provides leadership and direction to the office staff employees. Leadership: Communicates proactively with the shareholders to ensure that the administrative services and resources are meeting their expectations and the clients’ needs. Leadership: Actively participates in attorney and other office meetings. Leadership: Works effectively with regional Team Leader and as a member of an Office Administrator Team. Leadership: May serve as a Project Leader. Leadership: Seeks input from employees as appropriate and encourages open communication. Leadership: Is proactive in developing plans for the short-term and long-term needs of the office. Leadership: Keeps the attorneys and employees appropriately informed. Leadership: Maintains confidential information. Supervision: Maintains an appropriate level of staffing in the office. Supervision: Hires and supervises the paralegals, legal secretaries and other support staff. Supervision: Provides mentoring and coaching to employees and ensures that they are effectively trained and meeting performance standards. Supervision: Conducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate. Supervision: Manages to the highest standards of client service. Supervision: Implements the policies of the Firm in a fair and consistent manner. Conducts meetings with staff as appropriate. Attorney Development & Recruiting: Maintains local office CLE records and ensures compliance with State requirements. Attorney Development & Recruiting: Manages/coordinates internal firm-wide CLE webinars for local office(s). Attorney Development & Recruiting: Participates in lateral attorney recruiting including completion and submission of attorney hire checklists and verification of current Bar admission. Attorney Development & Recruiting: Manages client intake procedure and file transfer procedure for lateral Shareholders under the Firm's established procedures. Facilities Management: Ensures that all facilities and office services functions are well organized, productive and effectively supporting the needs of the office. These services include reception, mail, photocopy, messenger, purchasing and supplies. Facilities Management: Manages relations with local vendors and local representatives of national vendors. Facilities Management: Maintains local office emergency response and safety programs. Facilities Management: Maintains local security system and physical security of space. Facilities Management: Works collaboratively with Corporate on space utilization, lease administration and subleasing. Facilities Management: Works collaboratively with Corporate and national real estate vendor on build-out, refurbishment and relocation projects. Facilities Management: Serves as a liaison to local property management and coordinates maintenance/repair with local property management/outside services. Financial Management: Prepares and manages the local office budget and business plan. Financial Management: Monitors monthly financial reports and prepares local summary reports for shareholders; explains variances to budget. Financial Management: Oversees organized year-end collection efforts and may participate in direct collection activities. Financial Management: Approves firm and client invoices, check requests and expense reports. Financial Management: Monitors and controls staffing, operating expenses and expense recovery. Financial Management: Manages timekeepers’ weekly time entry/release to ensure deadlines are met. Financial Management: Ensures successful printing, collating, distribution and timely return of prebills in accordance with Firm standards and communicates success and/or problems with Accounting Department. Financial Management: Coordinates financial matters as needed with the Accounting Department. Human Resources Management: Ensures compliance with the firm’s HR policies. Human Resources Management: Manages the Human Resources activities of the office, including recruiting, hiring, orientation, policy development and implementation, staff training, performance evaluations, staff counseling, transfer or discharge of non-exempt employees within approved guidelines, salary administration, exit interviews, and personnel record keeping. Human Resources Management: Manages attorney and staff leaves in local office(s) in conjunction with HR/Benefits Department. Human Resources Management: Coordinates and manages new hire training for all new employees in office in conjunction with HR/Training Department. Human Resources Management: Promotes an environment that fosters excellence and high morale. Human Resources Management: Maintains safety equipment records and manages safety training of appropriate employees (including CPR and AEDs). Human Resources Management: Coordinates safety and security issues with Human Resources Department as appropriate. Human Resources Management: Coordinates employment issues as needed with the Human Resources Department. Marketing: Works collaboratively with local attorneys, Corporate and Regional resources to identify and implement individual attorney and local office client development, marketing and promotional opportunities, including coordination and management of local client seminars, breakfast briefings and other business development events. Marketing: Provides assistance with proposals, research or other client development requests. Marketing: Ensures that the local client mailing list is properly maintained and up to date (i.e., InterAction). Marketing: Maintains collateral materials; prepares and distributes new business packets. Marketing: Serves as a liaison and local resource to the Marketing Department. Office Administration: Provides useful insight to operational data that can be used by Senior Director of Office Operations to materially affect departmental directions and operations. Office Administration: Manages local travel administration. Office Administration: Directs the planning and implementation of various office events such as client events, holiday parties, staff appreciation activities, and other social events sponsored by the office. Practice Support and Information Management: Manages secretarial support, coverage and workflow. Practice Support and Information Management: Manages paralegal support, utilization and case assignments. Practice Support and Information Management: Manages local adherence of new business intake; docket/calendar systems and compliance; records management and case filing. Practice Support and Information Management: Works collaboratively with Regional Litigation Support personnel. Technology Management: Works collaboratively with Corporate and Regional IT personnel to ensure functionality of all systems. Technology Management: Ensures that users receive appropriate orientation and training on software applications and systems. Technology Management: Works with IT resources to coordinate local rollouts and initiatives; oversee problem resolution for users and provide feedback to IT management on the user experience. Qualifications
Education:
Bachelor's degree or equivalent experience (e.g., 20+ years in a similar role) required. Experience: Minimum of five (5) years of dedicated office management experience with law firm or other professional service organizations in order to manage business operations including the direct supervision of non-exempt employees. Thorough understanding of law firm or professional services administration, facilities management, and human resources management as normally acquired through a bachelor’s degree in business administration or a closely related field. Must have direct experience in all the key functional areas of the position. About Littler
Littler is the largest global employment and labor law practice in the world exclusively devoted to representing management. With more than 1,800 attorneys in over 100 offices worldwide, Littler serves as the single source solution provider to the global employer community. Consistently recognized in the industry as a leading and innovative law practice, Littler has been litigating, mediating and negotiating some of the most influential employment law cases and labor contracts on record for over 75 years. Littler’s unparalleled commitment to labor and employment law helps clients navigate a complex business world with nuanced legal issues—building better solutions for clients’ toughest challenges. With deep experience and resources that are local, everywhere, Littler is fully focused on its clients. With a diverse team of the brightest minds, Littler fosters a culture that celebrates original thinking. And with powerful proprietary technology, Littler disrupts the status quo—delivering bold, groundbreaking innovation that prepares employers not just for what’s happening today, but for what’s likely to happen tomorrow. Benefits : We offer a generous benefits package to full-time and part-time employees working at least a 50% schedule. Benefits include comprehensive health, dental and vision plan for you, your spouse/domestic partner and children. In addition, we provide a superior 401(k) plan, ample time off programs, mental health programs, family building and caregiving, generous paid parental leave, life insurance, disability insurance, a wellness program, flexible spending accounts, and an employee referral bonus program. For more information about our benefits visit: www.littler.com/benefits/state-details. For more information about our firm visit: www.littler.com. Littler welcomes submissions of candidates for our open positions exclusively from search firms with an active, signed fee agreement through our dedicated 'Search Firm Portal'. We are unable to consider submissions from search firms without a current agreement in place. For collaboration inquiries or to establish an agreement, please contact us at talentacquisition@littler.com. For inquiries regarding this opportunity, please e-mail Pam Jackson at pjackson@littler.com with the job title in the subject line. Littler Mendelson is proud to be an equal opportunity employer. This job posting is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.
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