NO SPONSORSHIP

Senior Manager of Administration

SALARY: $165k - $190k flex plus bonus

LOCATION: DALLAS, TX - 5 days onsite

Must have a good image and excellent communication skills. You will manage people on a Matrix basis, will run the office of a couple of 100 lawyer's administration of the Dallas office You will interact with lawyers and administrative staff, coming from an attorney's office is a big plus, but not a must.

This individual will oversee the Dallas office's day-to-day administrative processes, business, space planning/management and daily operations. The Sr. Manager of Administration develops strategic plans for the operational needs of the office and anticipates and provides support systems to meet time-sensitive attorney and client expectations. This is a critical leadership role and will act as a responsible advocate for office concerns and needs.

ESSENTIAL FUNCTIONS

• Operations - will supervise all operations functions, including facilities, guest services, conference services, digital services, and mailroom.
• Facilities - will work closely with the operations manager to negotiate with vendors and work with building management on any maintenance or security-related issues.
• Digital Services - will work with operations manager to ensure the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
• Mailroom - will work with operations manager to ensure the maintenance, upgrade and configuration of all mailroom related equipment, postage meters and other mailroom equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
• Conference Services - will work closely with the guest services supervisor to supervise the Receptionist/Operations function, assist in the resolution of any conference center-related issues, and ensure smooth coordination between Conference Services and Foodservice, Conference Technology, and Facilities departments.
• Food Service - will work with guest services supervisor to manage and oversee office catering requirements to ensure service delivery is up to high standards; analyze monthly invoices and review all client and office-related charges; review and negotiate service agreements and annual budgets; budget for and purchase catering equipment as necessary. Overseeing all catering and pantry requests and orders; ensuring that the pantry needs are balanced with budget constraints; reviewing menus for quality control and diversity of choices.
• Financial Accountability - develop staffing plans and budgets for the office consistent with Firm objectives and operational requirements and ensure monthly operational expense performance meets budgets. They should contribute to the cost-effective management of the office and adhere to and enforce the Firm's purchase policies.
• Space Management - responsible for monitoring and making recommendations for space, facilities, and equipment needs; provides leadership and expertise in all space planning and construction projects in collaboration with the Firm's real estate department and functional leads; coordinates with stakeholders to promote client service, objectives and ensures minimal disruption to client service operations. Manage the process for attorney office assignments, office moves, and visitor spaces.

Qualifications & Requirements

• Bachelor's degree is required
• 6+ years of proven experience as an office/administrative manager, including managing a team and developing staff; preference in a law firm or professional services environment
• Outstanding customer service skills, professional demeanor, discretion, and ability to work in a highly collaborative environment
• Understanding of finance and budgeting best practices as well as facilities management principles
• Ability to communicate with and develop strong relationships with key stakeholders, cross-functional teams and departments
• Strong problem-solving, critical thinking, coaching, interpersonal, organizational, verbal and written communication skills and attention to detail
• Possess a strong business acumen, critical thinking skills, and ability to use executive levels of discernment and judgment
• Excellent leadership, time and resource management skills; ability to work under pressure in a fast-paced environment, to coordinate multiple tasks concurrently, and to meet deadlines
• Proficiency in the use of the MS Office Suite of software (Word, Outlook, PowerPoint and Excel), document management, time entry and other law office software used by the firm
• Availability to work outside of normal hours, as needed