Teaming with the US Director of Administration, the Administrative Services Manager will manage and coordinate office services and legal secretarial services for the two Philadelphia office locations. The manager of these services will use all necessary resources to facilitate a smooth and accurate work flow and work environment.
The Administrative Services Manager will be principally responsible for all aspects of the secretarial services – staffing, onboarding, employee relations, assignments, performance evaluations, individual development, absence management, disciplinary action and cost control.
The Administrative Services Manager will meet regularly with the US Director of Administration and the Philadelphia Office Managing Partner to review current issues, problem-solve when necessary and plan future activities and events. This role will serve as primary backup to the US Director of Administration for all Philadelphia-related administrative matters.
ESSENTIAL JOB FUNCTIONS:
Secretarial Services Management
Manage the secretarial services and secretarial teams in Philadelphia.
Continually strive to improve administrative services processes for the Philadelphia office to meet the firm’s goals of efficiency, effectiveness and productivity.
Anticipate business issues to align staffing and allocate lawyer/secretary assignments and telephone operations as deemed necessary.
Oversee hiring, onboarding and training of secretarial staff.
Develop and lead initiatives to promote best practices in secretarial services promoting positive and effective working relationships.
Evaluate all secretarial sharing arrangements on a regular basis to ensure efficient use of resources and satisfactory level of support is maintained.
Foster and environment of team work and cooperation, proactively resolve issues between secretarial team members and/or principals.
For direct reports, define performance standards, provide timely and effective performance evaluations, determine training and development needs and coordinate salary and bonus reviews.
Promote continuous development, identify training needs and ensure all requisite training is complete and mentor is assigned.
Ensure that there are sufficient secretarial resources at all times – approve all vacation requests, allocate work and seek support from elsewhere in the office if necessary.
Maintain attendance, vacation and sickness records for all secretaries through Workday.
Document Processing Vendor Management
Shared responsibility of overseeing the document processing vendor’s compliance with the key performance indicators / service level agreements (SLA’s) detailed in their contract, and confirm the vendor’s report on meeting these standards (ongoing, with monthly reporting).
Communicate with end users regarding the vendor’s performance to evaluate and report on user satisfaction; make recommendations (both immediate and systemic) to resolve any issues regarding vendor performance.
Utilize the vendor’s information management software to conduct real-time utilization and productivity monitoring of the team.
Serve as an ambassador of the services available from Dechert 24/7 and promotes usage among all offices; participates in new hire orientation for this purpose as well.
Report to the US Director of Administration for these responsibilities, and participates in meetings regarding the same.
Work flexible hours as may be required to perform these responsibilities.
Travel may be required to meet with vendor team.
PHL Office Services Management
Plan, organize and implement the day-to-day administrative operations for both of the Philadelphia office locations.
Ensure outsourced reception team meets service level agreements, follow Dechert procedures and coordinate activities of additional “back up” reception staff as needed.
Coordinate workstation assignments with Director of Administration.
Maintain and update the Philadelphia intranet page for events, contact information, and announcements.
Oversee conference room functions including management system and catering set-up.
Coordinate and supervise office wellness events (CPR and AED training, flu shots, blood drives, etc.) and other special events (summer event, holiday party, Friday treats, etc.).Send office-wide communications about such events.
Manage monthly consumption billing: work with catering and charge correct matter numbers for alcohol usage for client/internal events.
Support Director of Administration with budgets for the Philadelphia offices.
Create and conduct Philadelphia New Hire Orientation and new hire tours around the office building.
Interface, communicate and coordinate with various office service vendors such as Epiq, Seamless Web, Seasons and all vendors through which the Philadelphia Offices procures food, materials and supplies.
Manage Philadelphia office client events for 100 guests including establishing event protocol, planning, logistics, audio-visual, staffing and execution in entirety ensuring the exceptional standard of delivery, service, and attention to detail.
Work with facilities to monitor and maintain a healthy, safe and secure workplace.
Perform any and all other duties as necessary and as assigned by the US Director of Administration for efficient functioning of the Department, Office and Firm.
INTERACTIONS AND CHALLENGES:
This position will work closely with the US Director of Administration and any and all managers, and/or other office managers regarding day-to-day operations and any projects assigned. In addition, he/she will work regularly with the partners, associates, paralegals, and administrative managers.
He/she will be called upon frequently to exercise critical thought processes in order to ensure the efficient functioning of the Office and will be called upon regularly to solve problems in a high pressured and fast-paced environment.
Bachelor’s Degree or equivalent experience required.
Prior experience in a law firm strongly preferred.
Preferably 2-3 year’s supervisory and/or secretarial team coordination experience.
Strong team management and leadership skills, with the ability to develop and lead in a client service-focused environment.
Ability to see projects and assignments through from start to finish with minimal supervision.
Excellent written and verbal communication skills.
Strategic thinker able to understand the big picture and anticipate challenges.
Able to understand the big picture and to strategically resolve challenges.
Strong interpersonal skills.
Ability to prioritize and coordinate own work and the work of others.
Ability to maintain confidential information.
Ability to make objective, independent judgments.
Ability to think critically in a pressured environment.
Ability to clearly and effectively communicate with varying levels of people within the organization.
Ability to work productively and cooperatively with other employees.
Ability to constantly learn new skills as they become necessary.
Systems Required: Advanced knowledge of MS Office, all functions; experience with budgeting software for professional services; proficiency with document management software.
PHYSICAL EFFORT / WORK CONDITIONS
For Other Exempt Staff
This position operates in a professional office environment which is generally free of hazards and exposure to adverse environmental conditions.
This position requires regular attendance on-site at a Dechert location with some travel to different sites using various modes of private and commercial transportation. Incumbents may be required to work extended hours including evenings and weekends.
This position routinely operates standard office equipment such as computers, phones, photocopy machines, fax machines and filing cabinets, and requires frequent communication with the firm’s employees and partners as well as third parties.
This position is mainly sedentary. Primary functions require sufficient physical ability and mobility to work in an office setting; to read, sit and type for sustained periods of time; to walk, stand, reach, and bend; to open and close filing cabinets and access and retrieve materials in file rooms; to lift, carry and move files or other items of light to moderate weight; to operate equipment requiring repetitive hand movement and fine coordination; and to verbally communicate to exchange information.
This position requires a normal audio range, with or without correction. It also requires the normal visual range, with or without correction. Specific vision abilities required include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
About Dechert LLP
Dechert is a global firm of extraordinary people who apply legal knowledge, business insight and practical know-how to serve each other and our clients. We value openness, communication, integrity and honesty, thriving on the individual and collaborative efforts that are essential to producing excellent results. At Dechert, we are committed to attracting a diverse group of highly talented individuals from all sources, regardless of background. We seek to hire men and women with sharp minds, a passion for learning and the skills to deliver a level of client service that is distinctively Dechert. Dechert is committed to ensuring equal employment opportunity and non-discrimination. We are proud of our firm and want everyone to feel welcome with an equal opportunity to excel.