Office Administrator

Location: Houston
Schedule: 9:00 AM to 5:30 PM
FLSA: Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Office Administrator for the Houston office, reporting to the Regional Office Administrator - Texas.

The role will reside in the Houston office and under the direction of the office Partner in Charge and the Regional Office Administrator - TX, the Office Administrator is responsible for oversight and management of all day-to-day office operations. The Office Administrator serves as a catalyst for implementing change in response to evolving practice needs, ensures local office collaboration on firm-wide projects, goals, policies and procedures, and contributes to cost-effective management. The Office Administrator is expected to demonstrate initiative and work closely with the Business Services Team, lawyers and support staff in ensuring that office, practice, and firm goals are met. The Office Administrator is expected to serve as a positive model for the staff and an ambassador with the lawyers, and to lead by example. The Office Administrator is expected to perform all responsibilities with a commitment to providing superior service to the firm’s lawyers and clients, ensure efficient and effective departmental operations, and an atmosphere of teamwork and continuous improvement.

Key responsibilities of this position include: 

Day to Day Oversight: 

• Oversee office operations, and manage guest services, conference services, office services and legal secretarial staff, ensuring needs are met and balanced against firm-wide expectations and standards.
• Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within the office, and that staffing ratios are appropriate and efficient.
• Oversee operational issues as they arise and ensure that such issues are resolved appropriately and effectively.
• Work with the Regional Office Administrator to coordinate departmental practices, procedures, and new implementations, ensuring understanding of and compliance with firm-wide and local office policies and legal obligations. Support and implement local deployment of firm-wide initiatives.
• Implement standards of excellence and customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them.
• Plan and execute internal employee relation events and office amenity offerings to promote in office presence and a positive office culture.

Financial Oversight:

• In conjunction with the Director of Operations–US and Regional Office Administrator, prepare and monitor office operating and capital budgets.
• Manage contractual relationship with vendors providing goods and services to the office(s). Negotiate with vendors, initiate bid procedures and coordinate with in house Counsel, as appropriate.

Facilities Oversight:

• Work with the Director of Operations–US and Regional Office Administrator on any issues with the landlord; approve rent and other office operations bills.
• Manage office assignments and furnishings in partnership with Partner In Charge.     
• Work with the Director of Operations–US and Regional Office Administrator on construction, renovation projects, and large furniture purchases, as necessary, and oversee daily activities of same from inception through completion.
• Oversee office facilities and ensure the office is maintained in a suitable manner and problems which arise are addressed appropriately and in a timely fashion.
• Ensure adequate fire/emergency disaster plans and necessary security procedures are in place, updated regularly on Akin Connect and effectively communicated to all Houston personnel.  

Legal Practice Oversight:

• Ensure effective and high levels of secretarial support are available to the lawyers as needed.
• Host secretarial team meetings ensuring positive camaraderie and appropriate professional development.
• Ensure teams follow firm protocols and effectively utilize firm resources such as Document Support Services, the Administrative Resource Center and Office Services so they can focus on high impact support for their lawyers.

Technology Oversight:

• Support the Regional Office Administrator and the Information Technology department in support of the firm’s overall technology program and ensure adherence to firm policies.

Human Resources Oversight:

• Work with the Human Resources department to coordinate recruitment of business services professionals for the office in the areas of office services, guest services and conference services.
• Work with the Human Resources department to coordinate orientation and introduction of new lawyers and business services staff within the office.
• Support the professional development and training programs for managers, paralegals, and business services staff, as well as training opportunities for the firm’s lawyers, and ensure that such firm programs are rolled out appropriately within the office(s).
• Maintain a professional manner at all times, contributing to the constructive resolution of conflicts within workgroups and as workgroups relate to others in the office or firm.     
• Promote teamwork within the office.
• Resolve human resources issues in a timely and appropriate manner, consulting with the Local Human Resources Manager, Firm’s Director of Human Resources, firm-wide business professionals and involving the Partner in Charge, Practice Leader(s), appropriate lawyers, and others as necessary and appropriate.
• Work with the Firm’s Director of Talent Management regarding approval of new hires, and with the Human Resources Director-US for any needed terminations of employment.
• Notify the Regional Office Administrator of any employee or other issues and suggest solutions.

Short and Long-Term Planning:

• In conjunction with the Regional Office Administrator and Senior Director of Operations- US develop short and long-term plans and goals for office operations and support of the lawyers within the office(s).

Qualifications (Experience, Knowledge, Skills & Abilities):

• Bachelor’s degree required; an advanced degree and/or significant work experience in the legal or other professional service industries is an asset
• Minimum of 5 years of related experience managing and leading teams, preferably in a law firm or other professional services organization
• Thorough knowledge of MS Office applications including Word, Outlook and Excel
• Excellent interpersonal skills required including strong oral and written communication skills, including the ability to communicate potentially detailed and complex information to others
• Aptitude and willingness to work with complex procedures
• Strong organizational skills and attention to detail
• Significant managerial and/or oversight experience in a fast-pace, changing environment essential
• Ability to review financial reports, develop an operating budget and manage office operations within an approved budget.
• Ability to plan and execute internal employee relations events within budget
• Ability to manage multiple priorities and adjust to changing priorities in a professional manner
• Ability to work independently and with a team
• Strong commitment to customer service
• Self-starter who is collaborative-oriented and a team player
• Willingness and ability to assume new tasks and responsibilities
• Commitment to maintain confidentiality of employee, office, firm and client information and adhering to the Firm’s Core Values
• Commitment to professional growth and development