Office Manager - DLA Piper
San Juan, PR
About the Job
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
As an Office Manager, you will be 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. You’ll work collaboratively with the office managing partner to drive office engagement and culture. You will demonstrate the ability to work in and foster a positive team environment. You will be responsible for managing budgets and projects, and executing office, department and firm goals. You will also work collaboratively with office and department leaders, lawyers, and business professionals to provide leadership within the office. You will serve as liaison between office, other firm departments and external business contacts and vendors.
Location
This position is located in our Puerto Rico office.
Responsibilities
+ Oversees and supports administrative duties in the office and ensures that office is operating smoothly.
+ Oversees office business center, hospitality and reception to ensure protocols and processes are adhered to, relaying information and escalating issues to the operations manager.
+ Timely reports and communicates with regional office administrator, 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. Reviews related budgets, invoices, vendor payments, etc. on a regular basis to ensure adherence and report status and variances.
+ Assists with office layout planning and office moves.
+ Serves as liaison with landlord and building engineering.
+ 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 regional office administrator for local partner meetings.
+ 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.
+ Supports large projects and programs in the office which may include IT, HR, D&I, Accounting/Billing, Client Events, etc. Participates in and/or helps socialize rollouts of same.
+ Maintains confidential information in a professional and trustworthy manner.
+ Other duties as assigned.
Desired Skills
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. *Business/professional level Spanish and English speaking and reading/writing required for our San Juan office location.
Minimum Education
+ High School or GED
Preferred Education
+ 4 Year / Bachelor's Degree
Minimum Years of Experience
+ 4 years’ management experience in a professional services or law firm environment.
Essential Job Expectations
While the specific job requirements of a DLA Piper position may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all DLA Piper employees, which include but are not limited to:
+ 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;
+ Perform all other duties, tasks or projects as assigned.
Our employees are expected to embrace and uphold our firm values as a part of our DLA Piper culture. We are committed to excellence in how we represent our clients and develop our people.
Physical Demands
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Work Environment
+ Hybrid - Regular in-office presence with some flexibility for work-from-home
Disclaimer
The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm’s discretion at any time. This job description does not change the at-will nature of employment. Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process.
Application Process
Applicants must apply directly online instead of sending application materials via email. If you have a request for an accommodation during the application process or have any questions about the process, please contact careers@us.dlapiper.com. Please add dlapiper@myworkday.com to your list of safe senders.
Accommodation
Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact careers@us.dlapiper.com .
Agency applications will not be considered.
No immigration sponsorship is available for this position.
_DLA Piper is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran._ Job applicant poster viewing center (https://mandatoryview.com/?LicenceId=09b17fa3-b781-4022-bfdd-ec61a570463c&ProductType=OnlineApplicant) _._
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.
Get to Know Us
We invite you to learn more about us. Please visit the following pages for more information about DLA Piper.
Laterals (http://www.dlapiper.com/en-us/careers/laterals)
Lateral Partners
Law Students (http://www.dlapiper.com/en-us/careers/law-students)
Business Professionals
Recruitment Agencies:
Per the terms of our agreement, all candidates must be submitted through the firm’s agency portal for consideration. If you have an agreement with the firm, please log in to the agency portal via the following link (https://www.myworkday.com/wday/authgwy/dlapiper/login.htmld?redirect=n) to review positions accepting agency submissions.
_Lawyer Positions Only:_ If you do not have an agreement with us and would like us to consider candidates, please send a blind candidate profile to legalrecruiting-bos@dlapiper.com
Summary
As an Office Manager, you will be 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. You’ll work collaboratively with the office managing partner to drive office engagement and culture. You will demonstrate the ability to work in and foster a positive team environment. You will be responsible for managing budgets and projects, and executing office, department and firm goals. You will also work collaboratively with office and department leaders, lawyers, and business professionals to provide leadership within the office. You will serve as liaison between office, other firm departments and external business contacts and vendors.
Location
This position is located in our Puerto Rico office.
Responsibilities
+ Oversees and supports administrative duties in the office and ensures that office is operating smoothly.
+ Oversees office business center, hospitality and reception to ensure protocols and processes are adhered to, relaying information and escalating issues to the operations manager.
+ Timely reports and communicates with regional office administrator, 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. Reviews related budgets, invoices, vendor payments, etc. on a regular basis to ensure adherence and report status and variances.
+ Assists with office layout planning and office moves.
+ Serves as liaison with landlord and building engineering.
+ 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 regional office administrator for local partner meetings.
+ 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.
+ Supports large projects and programs in the office which may include IT, HR, D&I, Accounting/Billing, Client Events, etc. Participates in and/or helps socialize rollouts of same.
+ Maintains confidential information in a professional and trustworthy manner.
+ Other duties as assigned.
Desired Skills
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. *Business/professional level Spanish and English speaking and reading/writing required for our San Juan office location.
Minimum Education
+ High School or GED
Preferred Education
+ 4 Year / Bachelor's Degree
Minimum Years of Experience
+ 4 years’ management experience in a professional services or law firm environment.
Essential Job Expectations
While the specific job requirements of a DLA Piper position may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all DLA Piper employees, which include but are not limited to:
+ 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;
+ Perform all other duties, tasks or projects as assigned.
Our employees are expected to embrace and uphold our firm values as a part of our DLA Piper culture. We are committed to excellence in how we represent our clients and develop our people.
Physical Demands
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Work Environment
+ Hybrid - Regular in-office presence with some flexibility for work-from-home
Disclaimer
The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm’s discretion at any time. This job description does not change the at-will nature of employment. Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process.
Application Process
Applicants must apply directly online instead of sending application materials via email. If you have a request for an accommodation during the application process or have any questions about the process, please contact careers@us.dlapiper.com. Please add dlapiper@myworkday.com to your list of safe senders.
Accommodation
Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact careers@us.dlapiper.com .
Agency applications will not be considered.
No immigration sponsorship is available for this position.
_DLA Piper is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran._ Job applicant poster viewing center (https://mandatoryview.com/?LicenceId=09b17fa3-b781-4022-bfdd-ec61a570463c&ProductType=OnlineApplicant) _._
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.
Get to Know Us
We invite you to learn more about us. Please visit the following pages for more information about DLA Piper.
Laterals (http://www.dlapiper.com/en-us/careers/laterals)
Lateral Partners
Law Students (http://www.dlapiper.com/en-us/careers/law-students)
Business Professionals
Recruitment Agencies:
Per the terms of our agreement, all candidates must be submitted through the firm’s agency portal for consideration. If you have an agreement with the firm, please log in to the agency portal via the following link (https://www.myworkday.com/wday/authgwy/dlapiper/login.htmld?redirect=n) to review positions accepting agency submissions.
_Lawyer Positions Only:_ If you do not have an agreement with us and would like us to consider candidates, please send a blind candidate profile to legalrecruiting-bos@dlapiper.com
Source : DLA Piper