Summary Responsible for day-to-day oversight of the operations of the Charlotte and Asheville offices, including management of certain administrative functions and HR related duties for those offices. Reports to Executive Director. Requires coordination with several departments.
Facilities Management Works directly with landlords and property managers to ensure the Firm's offices are operating efficiently, the terms of the lease are being adhered to, and facilities issues are addressed timely, as well as managing access/security of the office spaces. • Oversight of the Firm's furniture and equipment including maintenance. • Oversight of the lease/purchase of equipment such as the Firm's copiers/multi-function devices fleet, scanners, and dictation devices; • Management of office moves and updating floorplans to reflect current occupancy; assisting in construction/upfit in situations • Working with the Controller to provide input on the Firm's income and property tax returns regarding furniture and equipment; and • Oversight of conference room setup and take-down, room arrangement, rental and meal scheduling.
Management of Internal Operations Mail/deliveries: Management of employees who perform these tasks and at times, performing them. Such tasks include the processing of incoming and outgoing mail, scanning, shipping, and internal and external deliveries (including court runs).
Document prep and handling: large copy jobs and scanning in documents. As part of this function, in certain cases, the OM will oversee the handling of incoming e-documents, i.e., downloading client and file information from Internet websites. The Firm currently uses software such as Trial Pad (document presentation at trial), PageVault (social media data gathering), IPro (e-discovery), Adobe Acrobat (PDF creation and editing), and ShareFile (confidential external document transfer).
Destruction of confidential information: This includes management of vendors providing the service and confirmation that the documents have been handled and destroyed in an appropriate, confidential manner. This also will include coordination with Accounting and IT to ensure destruction is properly noted where appropriate.
Office Supplies/hospitality: Procurement of office supplies, hospitality supplies, and minor furniture and equipment purchases. This will include creating and overseeing the annual budget(s); managing vendors and the ordering processes; general ledger coding and managing payments; adherence to the budget(s).
Ticketing System: Manages ticketing systems for operations requests.
Library functions: Manage staff to update hard copy research library and electronic research resources. This will include review and payment of invoices, tracking the electronic and hard copy resources inventory, and maintaining the Firm's "experts" database.
Front Office Functions: Oversight of the reception/front office areas. This includes the reception, conference rooms and any attached client kitchens/serveries.
Personnel Management • Training and developing skill sets appropriate to areas of responsibility; • Monitoring work product quality and quantity; • Performing performance assessments; • Ability to manage a diverse team.
Physical Demands The physical demands described here, including movement of furniture, equipment and legal files, and lifting up to 50 pounds, are representative of those that must be met by an employee to successfully perform the essential functions of this job. This requires the ability to lift files, and bend, sit or stand as necessary. The employee is regularly required to effectively speak and listen to personnel at all levels of the Firm. Specific vision abilities required by this job include close vision and ability to adjust focus.
Position Type/Expected Hours of Work This is a full-time, exempt position. Although all managers will have the ability to work remotely, work will primarily be performed in person. Occasional evening and weekend work may be required.
Travel Periodic travel between offices.
Required Education and Experience • BA or equivalent work exp; • 5-10 yrs of law firm office management in either a similar capacity for a small law firm or in a significant functional area in a large law firm; • REQ: Proficiency in: MS Word, MS Excel, MS Outlook and an understanding of network storage concepts; • PREF: Proficiency in budgeting; familiarity with social media; Adobe Acrobat; Case Management or Document Management Software; and • Knowledge of, or the ability to quickly learn relevant software.