Office Manager

Vedder Price's Miami office is seeking an Office Manager. The Office Manager manages the daily office operations and support staff activities for the Vedder Price Miami office. The Office Manager is expected to apply organizational and communication skills while displaying a positive, high energy, client service attitude within the Firm. This position is responsible for coordinating support and administrative activities, including facilities management, within the local office. The Office Manager will report to the Chief Operating Officer on budgeting, real estate, and facilities, with dotted line reporting to the Chief Human Resources Officer on personnel, employee relations, and performance management.

As the Office Manager, your duties will include but not be limited to:

• Oversees the day-to-day administrative operations in the Miami office
• Maintains excellent knowledge of office issues, priorities, projects and schedules through consistent communication with local attorneys and firm managers
• Maintains excellent knowledge of firm-wide resources, including contact information for issue resolution, overflow administration, etc. Acts as the "go to" person for getting work done efficiently by utilizing the firm's internal resources
• Liaison to managers, supervisors and attorneys regarding all operations that support client services and needs of the legal staff
• Ensures adherence to firm policies and procedures
• Assigns and monitors clerical, administrative and secretarial duties, including coordination of services provided by staff in other offices
• Manages communication for the local office including alerts, updates, publishing local daily news and other communications. Responsible for ensuring that firm-wide communications are distributed and acted upon in a coordinated manner
• Adheres to best practices and strong working knowledge of technology and software applications.
• Excellent knowledge of key systems and enforces best practice use by example as a part of the supervision of secretarial staff
• Provides immediate backup for on-site assistance required to support firm-wide administrative department functions
• Organizes local office functions and social gatherings. Provides local support for Marketing events as needed, working directly with Marketing liaison
• Works with the Firm's COO to manage office facilities, including planning and coordinating use of space
• Manages budgeting, scheduling and execution of tasks related to furniture, infrastructure and general facilities maintenance
• Coordinates local business continuity planning activities
• Primary liaison to building management regarding tenant operational issues, including security and safety procedures
• Ensures security and confidentiality of data, including physical security, adherence to recordkeeping policy and procedures and understanding and enforcement of electronic security processes, policies and procedures
• Manages local vendor relationships and administration of firm-wide vendor contracts. Administers Ricoh contract and serves as site leader (on behalf of Vedder Price) for Ricoh services (office services including Mail and Duplicating, Reception and Hospitality), ensuring Ricoh staff are following Firm procedures & protocols while exhibiting excellent client service
• Oversees approval of office supply acquisitions
• Manages secretarial staff, including coordination of overflow and assignments, approval of overtime and managing performance
• Provides on-site guidance and support for other non-legal staff (e.g., Project Assistants, Docket, Library, Records, etc.) who are otherwise directly supervised by management in other departments
• Coordinates Human Resource issues with Chief Human Resources Officer or appropriate firm HR professional staff
• Works with HR department to identify needs for staffing and recruiting of non-legal staff, and assisting with screening and recruiting process
• Works with HR to manage local employee relations issues

Skills & Competencies:

• Knowledge of human resources practices and procedures
• Experience growing a satellite office, including budget development and oversight
• Works well under pressure, a self-starter, demonstrated problem-solver, team player and strong leader
• Excellent written and oral communication skills with all levels of management, staff and third parties
• Strong management skills in finance, human resources, operations/facilities, change initiatives, and strategic planning
• Ability to organize, prioritize, delegate and meet deadlines as well as superior attention to detail and ability to multitask in a fast-paced environment

Qualifications & Required Experience:

• Bachelor's degree or equivalent experience required
• Three to five years of law firm management or professional services experience; CLM desirable
• Position also requires the ability to work under pressure to meet strict deadlines.

Computer Skills:

To perform this job successfully, an individual must be proficient in the following software:

• Microsoft Office Suite

Equal Employment Opportunity

Vedder Price P.C. is an equal opportunity employer. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability (where applicant is qualified to perform the essential functions of the job with or without reasonable accommodations), medical condition, protected veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law. We participate in E-verify.

Applicants who are interested in applying for a position and require special assistance or an accommodation during the process due to a disability should contact the Vedder Price Recruiting Team at vprecruiting@vedderprice.com.