Job Details

The Office Administrator (OA) is responsible for overseeing the day-to-day operational management of the Houston office, ensuring the smooth and efficient functioning of all business services departments, including Practice Assistants, Office Services, and Facilities. This role works closely with the Office Managing Partner, Office Administrative Partner, and the Chief Operating Officer for the Americas to implement and support the office's strategic priorities. The OA also collaborates with Human Resources on the recruitment and integration of business services staff, associates, and attorneys.

JOB DESCRIPTION

• 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 firm's 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.

QUALIFICATIONS

REQUIRED SKILLS

• Solid interpersonal skills, professional presentation and the ability to interact well with all internal and external personnel, clients and vendors.
• Must maintain confidentiality and exercise good judgment.
• Must have strong business understanding, leadership, organizational and analytical ability.
• Strong working knowledge of Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Ability to work in a fast-paced and sometimes non-structured environment, prioritizing, and juggling multiple tasks, solving problems and demonstrating resourcefulness.
• Must be client service oriented with excellent interpersonal skills.
• Ability to work outside normal business hours to support 24x7 operations.

EDUCATION, CERTIFICATIONS AND/OR EXPERIENCE

• Bachelor's degree or equivalent related work experience required
• Minimum of 7+ years of experience in professional services industry
• Law firm experience as an office administrator, office manager or in an equivalent management position in a professional services environment preferred.

HOURS

• Core hours are Monday through Friday, 8:30 a.m. to 5:30 p.m. As a salary exempt managerial role, the OA should be flexible and available to work outside of normal business hours including evenings and weekends as necessary.

This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined.

Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected Veteran status, or other factors protected by law.

Hogan Lovells complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at ...@hoganlovells.com.