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Baker Botts · 2 days ago

Office Administrator (Dallas, Texas)

Dallas, TX

Full-time

Onsite

Senior Level

5+ years exp

Baker Botts is a law firm seeking an Office Administrator for their Dallas office. This role is responsible for overseeing local staff and managing office operations, ensuring operational excellence and compliance with firm standards while building partnerships with internal stakeholders.

Information TechnologyLaw EnforcementLegal

Responsibilities

Prepares and manages the annual office budget in collaboration with the Chief Administrative Officer and Financial Services Department

Manages office expenses to align with the approved budget, which includes approving invoices and expense requests and ensuring compliance with Firm and accounting procedures

Manages the Dallas-based administrative, office services, and secretarial support teams

Manages internal communications regarding local office operations and policies

Manages office and secretarial assignments for all lawyers and staff

Maintains the Dallas office's page on the Firm's intranet (SquareOne)

Manages the local relationship with the Firm’s contractors and vendors for office and building services

Reviews vendor contracts for suitability, negotiates new contracts to ensure cost-effectiveness, and manages vendor transitions

Manages procurement and reviews vendor service levels

Partners with Human Resources on administrative matters relating to recruitment, onboarding/new-hire orientation, annual staff evaluations, and salary administration

Acts as the primary contact for the Director of Human Resources on staff employee relations matters, including conflict resolution, disciplinary actions, and performance management

Ensures timely reporting of serious employee relations issues to HR that may require investigation or legal counsel

Partners with the Professional Development team on performance management for all timekeepers

Identifies training and development needs for secretarial and support staff

Collaborates with HR to ensure accurate maintenance of timekeeping and personnel records

Arranges coverage for secretarial and support staff absences

Ensures compliance with lease terms, including timely payment of rent and other charges

Manages the relationship with the building management, including attending regular meetings

Leads local tenant improvement and construction projects

Oversee general maintenance and cleanliness of the office, and collaborates with Firm management on local sustainability initiatives

Ensures compliance with all health and safety, fire, and building regulations to maintain a safe work environment

Manages office security, including access control systems

Develops and implements office-wide policies and procedures in compliance with local laws and Firm standards

Ensures office compliance with the Firm’s risk management policies and all local regulatory requirements

Consults with firmwide Financial Services on all matters relating to the office insurance policies

Undertakes ad-hoc related projects as and when required

Qualification

Law firm administrationFacilities managementFinancial managementMicrosoft OfficeLeadership skillsCommunication skillsOrganizational skillsInterpersonal skillsProblem-solving skillsDecision-making skills

Required

Minimum 5 years of proven experience in law firm administration or professional services management

This is an in-office position requiring a presence in the Dallas office five days per week

Bachelor's degree from an accredited college or university

Facilities management experience, preferably within a law firm or professional services firm

Excellent leadership and management skills, with a history of direct supervisory responsibilities, including the ability to inspire and develop a cohesive and high-performing team across various functions

Proven ability to thrive in a demanding environment, responding effectively to evolving priorities and changes

Outstanding written and verbal communication skills

Highly detail-oriented and organized, with the ability to manage multiple tasks and projects simultaneously

Business acumen

Strong financial management skills and proven abilities in budgeting

Excellent organizational, planning, problem-solving and decision-making skills

Exceptional interpersonal skills and the ability to collaborate effectively with people at all levels, including Partners and clients

Ability to manage confidential and sensitive information with the appropriate discretion and cultivate an environment of confidentiality in the staff under their direction

Advanced proficiency in use of Microsoft Office tools, including MS Excel and MS Word, and experience with databases