Office Manager

Thompson Hine LLP, an AmLaw 200 firm regularly recognized for our commitment to Innovation and Inclusion, is currently searching for an Office Manager for our Los Angeles office. The Office Manager under the direction of the Chief Facilities & Office Operations Officer and the Office Partner-In-Charge, shall be responsible for the management of the administrative support and facilities of the Los Angeles office.

These responsibilities include budgeting, management of secretarial staff, personnel matters, policy interpretation and administration, purchasing of goods and services, office services, facilities management, hospitality, reception and hostess services, housekeeping and maintenance, various projects, and the day-to-day operations of the facility.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Overall supervisory responsibility for the day-to-day operations of the office which includes but is not limited to: secretarial services, purchasing of goods and services, invoicing and bill monitoring, mail and messenger services, reception and hospitality services, housekeeping and maintenance and office space allocation.
• Identifies personnel/staff needs, assists with the recruiting process for administrative staff, and orients new hires to other employees, firm systems, benefits and policies.
• Originates ESP’s for new hires, departures, and other personnel actions needed for staff.
• In conjunction with the Chief Facilities & Office Operations Officer, recommends merit increases and bonuses for administrative staff, conducts performance evaluations, documents and disciplines staff with review by the appropriate individuals within the Firm.
• Assigns and coordinates staff workload to ensure it is equitably assigned, reassigns work when necessary and determines work priorities.
• Identifies FMLA, Workers Compensation, and safety issues and works with the Firm Human Resources Department.
• Manages the relationship with vendors and timely delivery of supplies and preprinted office forms. Reviews and approves all extraordinary or non-routine expenditures with the Chief Facilities & Office Operations Officer.
• Enforces office-specific policies and procedures (i.e., dress code, secretarial coverage protocol, absence reporting procedure, etc.).
• In conjunction with the Chief Facilities & Office Operations Officer, prepares, reviews, and manages the office budgets as they relate to office operating expenses, capital expenditures, projects, and support staff compensation.
• Monitors and is accountable for office budget as it relates to areas in which the Office Manager has control.
• In conjunction with the Firmwide accounting department, assist with the management of the office finance, deposits, requisitions, trust accounts, petty cash, and all related matters as associated with these functions.
• Reviews and codes all expense invoices related to office operations.
• Responsible for the day-to-day operations of the office as it relates to the maintenance and repair of the office space and special loading dock deliveries. Develop and maintain good working relationship with building landlord and maintenance department.
• In conjunction with the IS Department, administers office security system, including issuing and collecting individual security cards.
• Manages internal office moves and assists with renovations.
• Makes recommendations to the Chief Facilities & Office Operations Officer, and Office Partner-In-Charge regarding programs and procedures that improves the efficiency/cost effectiveness of the office.
• Assists with the implementation of change management initiatives and improved processes, including, but not limited to the development of training related to the business and operational practices of the firm resulting in consistent Firmwide messaging and proactive problem resolution.
• Optimizes the physical and cultural working environment by aligning office cultures and communications to improve the office productivity and performance of the office to enable the lawyers and staff to thrive and achieve the firm’s business objectives.
• Coordinates and supports office social functions and receptions.
• In conjunction with Human Resources, ensures compliance with Employment and Labor laws and maintains legal postings.
• Responsible for updating and maintaining the office operations information on the portal.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Projects as defined by the Chief Facilities & Office Operations Officer

QUALIFICATIONS

Education, Training and/or Experience

• High School Diploma or equivalent required.
• Bachelor’s degree in business or a related field preferred but not required.
• Five plus years of supervisory experience in a professional service firm.
• Preferably five or more years of management experience working in a professional services environment (legal preferred).

Knowledge, Skills, and Abilities

• Has knowledge of legal or other professional service organizations and has experience managing operational departments and non-exempt and exempt personnel.
• Can identify and analyze complex issues and problems in management areas and recommend and implement solutions.
• Can manage office functions economically and efficiently, organize work, establish priorities and maintain good interpersonal relations and communications with lawyers and support staff.
• Displays excellent supervisory and communication skills.
• Excellent customer service and communication skills.
• Demonstrates willingness and ability to delegate as appropriate.
• Regular attendance and punctuality are essential functions of this job.
• Excellent customer service skills and telephone etiquette are mandatory.
• Possesses interpersonal skills necessary in order to communicate effectively with a diverse group of employees.
• Ability to handle tasks under pressure.
• Ability to adjust work schedule to work other hours, as required.
• This position requires the employee to work at a specified location and hours determined by the Manager for the benefit of the department and firm. Changes to the location and/or scheduled hours must be approved by the Manager.

Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The starting salary range for this position is $115,000 to $180,000.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Thompson Hine EEO Policy

Job Type: Full-time

Pay: $115,000.00 - $180,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Work Location: In person