Office Manager

DLA Piper•New York, NY

10d•Hybrid

About The Position

DLA Piper is, at its core, bold, exceptional, collaborative and supportive. Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together. Summary The Office Manager, working in collaboration with and in support of the firm’s strategic initiatives , is responsible for the daily administrative duties and business functions of assigned office(s). The position works closely with department leadership to meet the overall needs of the office. Works collaboratively with the office managing partner to drive office engagement and culture. Demonstrates ability to work in and foster a positive team environment. Responsible for managing budgets and projects, and executing office, department and firm goals. Work collaboratively with office and department leaders, lawyers, and business professionals to provide leadership within the office. Serves as liaison between office, other firm departments and external business contacts and vendors.

Requirements

Minimum Education High School Diploma or GED.
Minimum Years of Experience 4 years’ management experience in a professional services or law firm environment preferred.
Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
Provide timely, accurate, and quality work product.
Successfully meet deadlines, expectations, and perform work duties as required.
Foster positive work relationships.
Comply with all firm policies and practices.
Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.
Ability to work under pressure and manage competing demands in a fast-paced environment.
Perform all other duties, tasks or projects as assigned.
Embrace and uphold our firm values as a part of our DLA Piper culture.
Business/professional level Spanish and English speaking and reading/writing required for our San Juan office location.

Nice To Haves

Experience with facilities management a plus.
Knowledge of basic accounting principles to include budget management preferred.
Strong professional presence, leadership skills.
Excellent interpersonal skills required to interact with peers, lawyers, business professionals, and department management on a daily basis.
Strong organizational, delegation and problem-solving skills required to interpret and resolve issues as they arise.
Ability to drive firm initiatives and develop a positive and inclusive office culture.
Ability to multi-task and work effectively in a fast-paced environment and demonstrate strong technical and analytical skills.
Must maintain confidentiality and demonstrate good professional judgment.
Preferred Education Bachelor’s Degree.

Responsibilities

May provide direction and leadership to business professionals, overseeing projects, office support needs, and conducting regular business meetings.
Responsibilities may include onboarding, performance evaluations, and recruitment coordination with Talent Acquisition.
Holds individual meetings with each direct report for at least 30 minutes every month.
Collaborates with office partners and department leadership on billing and collection efforts, providing financial reports as needed.
Oversees and supports administrative duties in the office and ensures that office is operating smoothly.
Collaborates with the Regional Operations Manager on office business center, hospitality and reception services to ensure protocols and processes are adhered to, relaying information and escalating issues.
Timely reports and communicates with the Office Administrator and/or Human Resources, relaying information and escalating office, employee relations, or other issues/challenges.
Represents and supports firm decisions and initiatives, ensuring firm procedures and policies are followed.
Collaborates with various committees and departments to create meaningful office and business professional relations events to drive office engagement and culture.
Maintains office administration and operations budgets for all areas of responsibility in collaboration with the Office Administrator and Regional Operations Manager.
Reviews related to budgets, invoices, vendor payments, etc. on a regular basis to ensure adherence and report status and variances.
Collaborates with the firm's Real Estate leadership team and Operations on space planning to include refurbishing projects, moves, subleasing, space layout, plan review, construction RFPs and construction management and external use of office space.
Serves as liaison with landlord and building engineering in collaboration with Operations.
Responsible for office communications regarding building notices, firm holiday notices, and other announcements as appropriate.
Oversees local sports ticket program, if applicable.
Schedules and provides onsite support in collaboration with the Office Administrator and Regional Operations Manager for local partner meetings.
May attend lawyer meetings and provide administrative updates.
Assists with generating office and department reports in collaboration with the Office Administrator and Regional Operations Manager.
Ensures success of local meetings and events in collaboration with onsite team.
Provides onsite IT, Information Governance, and other department support as needed; escalates issues to appropriate department manager.
Handles onsite needs and collaborates with other departments for new hires and departures.
Identifies opportunities for process and office management improvement and relays same to department management.
Attends and participates in department meetings.
Supports large projects and programs in the office which may include Operations, IT, HR, Accounting/Billing, Client Events, etc.
Participates in and/or helps socialize rollouts of same.
Serves as a key contributor to the Director of Administration for one or more strategic functional areas within the department.
Maintains confidential information in a professional and trustworthy manner.
Other duties as assigned.