Director Of Administration Jobs

Cooley is seeking a Director of Administration to join the Office Administration team in the Denver office.
Position summary: Responsible for directing various aspects of daily operations in the applicable office. Specific duties and responsibilities include, but are not limited to, the following:
Position responsibilities:
Human resources/administrative (In offices with an Administrative Services Manager, that manager will manage some of these day-to-day duties.)

• Act as office Wellness Champion for firm “B.Well” events
• Identify and implement methods to reduce cost and increase productivity in areas of responsibility
• In conjunction with central HR, set, monitor and control conditions of employment
• All other duties or projects as assigned by the Regional Director or Partner-in-Charge
• Oversee office activity committees, and coordinate functions to engage members of the office, celebrate - special events and holidays
• Monitor and regulate secretarial workload; maintain equitable staffing to maximize productivity and efficiency
• Oversee the recruitment, interviewing and hiring for roles to be based solely in the local office.
• Interact with other departments as necessary - to ensure coordination of events taking place in the office
• Participate on, and in some offices lead, the Cooley Cares Committee to ensure service projects, fund-raisers and educational opportunities exist throughout the year
• Create an environment that is reflective of Cooley’s culture, promoting high morale and encouraging workplace productivity, efficiency, motivation and overall effectiveness
• Network and stay current on market trends with peer law firms and corporate in-house legal operation groups
• Monitor employee performance, and recommend salary changes for facilities and admin team, as well as legal secretaries, to central HR during annual merit increase/bonus cycle
• Monitor and manage secretarial ratios to maintain reasonable levels as determined by survey/market data averages
• Monitor potential personnel problems and recommend or implement solutions in consult with central HR
• Participate on, and in some offices lead, Business Professionals Diversity Committee to ensure events and educational opportunities exist throughout the year
• Working with central HR, oversee the onboarding and orientation process for the office.
• In consult with central HR, counsel and discharge employees as necessary

Facilities management:

• Possess & exhibit substantive knowledge of office leases, options, renewal dates, ROFO’s, etc. Keep real estate space sheets and other applicable database information up to date at all times
• Direct all operations of facilities, conference services/hospitality, and office services functions; coordinate necessary operations and activities with Regional Director and the Partner in Charge as appropriate. This includes but is not limited to: reception area(s), mailroom and copy centers, on site café (where applicable), conference services, building security, and all aspects of building maintenance, including landscaping, grounds, HVAC, electrical, plumbing, janitorial, security, life safety systems, electric vehicle chargers and café equipment maintenance
• Ensure catering vendors provides efficient and cost-effective food services. Conduct research and RFPs on a regular basis to ensure our catering is competitive and resourceful. Negotiate contracts and renewals together with Operations Manager/Facilities Manager and Regional Director, as needed
• Direct the Operations Manager/Facilities Manager in oversight of office facilities personnel, including hiring, mentoring, performance evaluations and counseling, and participation in terminations as appropriate, with input from central HR and the Regional Director, as necessary
• Oversees the Operations Manager/Facilities Manager in coordination of building management on contractors for these services, as required. Conduct RFPs for contracted services to ensure high quality service is provided at a reasonable cost
• Ensure the maintenance of files on current and former leases, subleases, rent invoices and all operational expenses and capital projects and calendar all appropriate deadlines and reminders
• Together with Regional Director, oversee office assignments, space planning, and T/I and renovation projects, working with consultants, architects, contractors and property management as needed. Oversee furniture procurement projects in alignment with firm’s practice and workspace strategy, and support office operations team in any procurement projects
• Direct the Operations Manager/Facilities Manager in supervising office facilities non-employee service providers (NESPs), including onsite building engineer and outsourced managers and vendor teams such as copy and communication center teams, cafe teams and others
• Work with the Regional Director to evaluate, select and coordinate miscellaneous outside vendors to provide office services such as transportation, printing and messenger service
• Propose space plans and renovation in conjunction with current needs and future growth projections as determined by Regional Director, Partner in Charge, Global Chief Operations & Financial Officer and others working with project consultants as appropriate; maintain short and long-range space plans
• Hold regular business meetings and quarterly business reviews with primary vendors
• Oversee local employees in support and execution of firm’s life safety and security processes, as well as emergency response plan

Financial management:

• Prepare and maintain annual operating and capital expense budgets, including forecast of staffing growth. Review the monthly expense account detail report for the office and prepare a description explaining variances from the annual budget
• Monitor and control expenses, implement cost recovery systems as needed and maintain established cost recovery systems
• Create and analyze budgetary reports, occupancy reports and space sheets as requested by Regional Office Director and/or Global Chief Operating & Financial Officer

General:

• All other duties as assigned or required
• Provide responsive management support and information to Partner in Charge and -Board of Directors as needed
• Anticipate problems, develop and implement timely solutions and plan for future in consult with Regional Director and Partner in Charge.
• Provide responsive and efficient support and systems to meet attorney and client needs.
• Participate in local strategic and tactical planning for the changing needs of the office to include: cost containment, quality control, risk management and organizational development
• Provide leadership and direction to office business professionals

Skills and experience:
Required:

• Bachelor's degree
• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• 10+ years office management experience in a comparable role with a professional services firm, preferably a law firm
• Ability to work extended and/or weekend hours, as required

Preferred:

• Supervisory experience
• Previous law firm experience strongly preferred
• Employment law/HR experience helpful
• Previous lease negotiation and multi-floor office build out experience desired

Competencies:

• Excellent written and verbal communication skills, attention to detail essential
• Conflict resolution/mediation skills
• Ability to work effectively with clients, co-workers, and others
• Flexibility in managing change; ability to advocate for, support and help integrate new technology and new workspace concepts
• Ability to use initiative and to motivate a team
• Ability to handle complex and fast-paced environment
• Ability to work unsupervised, under pressure, meet deadlines, and maintain flexibility with work assignments and schedule
• Professional demeanor a must
• Time management skills essential
• Must be able to maintain confidentiality
• Proven managerial skills with emphasis on ownership of high-quality standards and productivity
• Proven ability to identify and analyze complex issues and problems in management areas, and recommend and implement solutions

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.
The expected annual pay range for this position is $170,000 - $200,000. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.
We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 25 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.