Overview

Administrative Services Manager Jobs in Philadelphia, PA at Dechert LLP

Title: Administrative Services Manager

Company: Dechert LLP

Location: Philadelphia, PA

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.Job DescriptionESSENTIAL 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.

Philadelphia Office Services Management

Plan, organize and implement the day-to-day administrative operations for both of the Philadelphia office locations.
Resolve customer service problems addressing proper procedures, correcting errors and/or problems.
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 20 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.

QUALIFICATIONS:

Bachelor’s Degree or equivalent experience required.
Prior experience in a law firm strongly preferred.
Preferably 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.
Equipment: computers, printers, fax machines, duplicating machines.
Systems Required: Advanced knowledge of MS Office, all functions; experience with budgeting software for professional services; proficiency with document management software.

Additional Job Description
Location(s)PhiladelphiaTime TypeFull timeDechert LLP is committed to ensuring equal employment opportunity and non-discrimination. The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.
Job Type: Full-time

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