Office Administrator

Hogan Lovells • Houston, TX • 5h ago

Responsible for the overall day-to-day administration of the office.

Prepares the office operating expense budget and monitor monthly vs. actual progress.

Manages functions and social events for lawyers and business services employees to include practice group meetings, holiday parties, staff appreciation, socials, etc.

Partners with Marketing and Business Development team on client related events and activities

Supervises office administrative employees which include legal secretaries, facilities, and reception.

Manages the performance management, evaluation and compensation process for administrative employees.

Manages the relationship with on-site vendors.

Partners with HR in the recruitment process for administrative positions.

Monitors administrative employee attendance, vacations, and other absences from the office.

Ensures administrative coverage for attorneys, assuring their administration and support needs are maintained. Manage workflow and ensure that timekeeper needs are met.

Manages the real estate for the location, assigning work locations and overall office space.

Works with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues.

Arranges for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc.

Coordinates in house office moves.

Coordinates and oversees disaster and emergency preparedness activities for the office.

Serves as the leader for responsible business activities across the office, assuring diverse and numerous activities while monitoring the accrued responsible business hours across the office and encouraging participation and engagement in the program.

Responsible for Houston office communications and intranet site

Assists with special projects, including with other U.S. and global offices, as may be assigned.

All other reasonable duties as may be assigned and required.

ADDITONAL RESPONSIBILITIES

The Office Administrator will occasionally be required to assist and oversee the following tasks:

Review and approve vendor invoices. Address any invoice discrepancies for resolution.

Responsible for processing the electronic client cash receipts and reporting to the firms Accounts Receivable Department. Supervise the processing of the office disbursement account to ensure accuracy.

Scheduling of conference rooms and visiting lawyer offices, including catering requests for client and administrative meetings.

Coordinate copy, fax, and other equipment purchases with the Services Department.

Coordinate with appropriate employees and vendors for telephone, computer, online services, and litigation support.

Manage the mail/supply operation and ensure that adequate coverage is always provided.

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