Littler · 4 hours ago
Office Administrator - Dallas or Austin
Dallas, TX
Full-time
Onsite
Senior Level
5+ years expLittler is the largest global employment and labor law practice in the world exclusively devoted to representing management. The Office Administrator will manage the administrative operations of the Dallas and Austin offices, providing leadership, supervision, and ensuring compliance with HR policies while overseeing various office functions and financial management.
AdviceEmploymentLegal
Responsibilities
Provides leadership and direction to the office staff employees
Communicates proactively with the shareholders to ensure that the administrative services and resources are meeting their expectations and the clients’ needs
Actively participates in attorney and other office meetings
Works effectively with regional Team Leader and as a member of an Office Administrator Team
May serve as a Project Leader
Seeks input from employees as appropriate and encourages open communication
Is proactive in developing plans for the short-term and long-term needs of the office
Keeps the attorneys and employees appropriately informed
Maintains confidential information
Maintains an appropriate level of staffing in the office
Hires and supervises the paralegals, legal secretaries and other support staff
Provides mentoring and coaching to employees and ensures that they are effectively trained and meeting performance standards
Conducts employee performance evaluations, seeking input from the attorneys; counsels employees as appropriate
Manages to the highest standards of client service
Implements the policies of the Firm in a fair and consistent manner. Conducts meetings with staff as appropriate
Maintains local office CLE records and ensures compliance with State requirements
Manages/coordinates internal firm-wide CLE webinars for local office(s)
Participates in lateral attorney recruiting including completion and submission of attorney hire checklists and verification of current Bar admission
Manages client intake procedure and file transfer procedure for lateral Shareholders under the Firm's established procedures
Ensures that all facilities and office services functions are well organized, productive and effectively supporting the needs of the office. These services include reception, mail, photocopy, messenger, purchasing and supplies
Manages relations with local vendors and local representatives of national vendors
Maintains local office emergency response and safety programs
Maintains local security system and physical security of space
Works collaboratively with Corporate on space utilization, lease administration and subleasing
Works collaboratively with Corporate and national real estate vendor on build-out, refurbishment and relocation projects
Serves as a liaison to local property management and coordinates maintenance/repair with local property management/outside services
Prepares and manages the local office budget and business plan
Monitors monthly financial reports and prepares local summary reports for shareholders; explains variances to budget
Oversees organized year-end collection efforts and may participate in direct collection activities
Approves firm and client invoices, check requests and expense reports
Monitors and controls staffing, operating expenses and expense recovery
Manages timekeepers’ weekly time entry/release to ensure deadlines are met
Ensures successful printing, collating, distribution and timely return of prebills in accordance with Firm standards and communicates success and/or problems with Accounting Department
Ensures compliance with the firm’s HR policies
Manages the Human Resources activities of the office, including recruiting, hiring, orientation, policy development and implementation, staff training, performance evaluations, staff counseling, transfer or discharge of non-exempt employees within approved guidelines, salary administration, exit interviews, and personnel record keeping
Manages attorney and staff leaves in local office(s) in conjunction with HR/Benefits Department
Coordinates and manages new hire training for all new employees in office in conjunction with HR/Training Department
Promotes an environment that fosters excellence and high morale
Maintains safety equipment records and manages safety training of appropriate employees (including CPR and AEDs)
Coordinates safety and security issues with Human Resources Department as appropriate
Coordinates employment issues as needed with the Human Resources Department
Works collaboratively with local attorneys, Corporate and Regional resources to identify and implement individual attorney and local office client development, marketing and promotional opportunities, including coordination and management of local client seminars, breakfast briefings and other business development events
Provides assistance with proposals, research or other client development requests
Ensures that the local client mailing list is properly maintained and up to date (i.e., InterAction)
Maintains collateral materials; prepares and distributes new business packets
Serves as a liaison and local resource to the Marketing Department
Provides useful insight to operational data that can be used by Senior Director of Office Operations to materially affect departmental directions and operations
Manages local travel administration
Directs the planning and implementation of various office events such as client event, holiday parties, staff appreciation activities, and other social events sponsored by the office
Manages secretarial support, coverage and workflow
Manages paralegal support, utilization and case assignments
Manages local adherence of new business intake; docket/calendar systems and compliance; records management and case filing
Works collaboratively with Regional Litigation Support personnel
Works collaboratively with Corporate and Regional IT personnel to ensure functionality of all systems
Ensures that users receive appropriate orientation and training on software applications and systems
Works with IT resources to coordinate local rollouts and initiatives; oversee problem resolution for users and provide feedback to IT management on the user experience
Qualification
Required
Bachelor's degree or higher required
Minimum of five (5) years of dedicated office management experience with law firm or other professional service organizations in order to manage business operations including the direct supervision of non-exempt employees
Thorough understanding of law firm or professional services administration, facilities management, and human resources management as normally acquired through a bachelor's degree in business administration or a closely related field
Must have direct experience in all the key functional areas of the position
Benefits
Comprehensive health, dental and vision plan for you, your spouse/domestic partner and children
Superior 401(k) plan
Ample time off programs
Mental health programs
Family building and caregiving
Generous paid parental leave
Life insurance
Disability insurance
Wellness program
Flexible spending accounts
Employee referral bonus program
Company
Littler
Littler is the largest global employment and labor law practice, representing management in all aspects of employment and labor law and serving as a single-source solution provider to the global employer community.
1001-5000 employees
H1B Sponsorship
Littler has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (2)
2024 (3)
2022 (1)
2021 (3)
2020 (1)
Funding
Current Stage
Late StageLeadership Team
M
Maralee Downey
Chief Legal Officer & General Counsel
Recent News
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