Office Administrator

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Office Administrator for the Houston office, reporting to the Regional Office Administrator - Texas.

The role will reside in the Houston office and under the direction of the office Partner in Charge and the Regional Office Administrator - TX, the Office Administrator is responsible for oversight and management of all day-to-day office operations. The Office Administrator serves as a catalyst for implementing change in response to evolving practice needs, ensures local office collaboration on firm-wide projects, goals, policies and procedures, and contributes to cost-effective management.

The Office Administrator is expected to demonstrate initiative and work closely with the Business Services Team, lawyers and support staff in ensuring that office, practice, and firm goals are met. The Office Administrator is expected to serve as a positive model for the staff and an ambassador with the lawyers, and to lead by example. The Office Administrator is expected to perform all responsibilities with a commitment to providing superior service to the firm’s lawyers and clients, ensure efficient and effective departmental operations, and an atmosphere of teamwork and continuous improvement.

• Oversee office operations, and manage guest services, conference services, office services and legal secretarial staff, ensuring needs are met and balanced against firm-wide expectations and standards.
• Ensure that high quality business services professionals are working efficiently and effectively to support the legal practice within the office, and that staffing ratios are appropriate and efficient.
• Oversee operational issues as they arise and ensure that such issues are resolved appropriately and effectively.
• Work with the Regional Office Administrator to coordinate departmental practices, procedures, and new implementations, ensuring understanding of and compliance with firm-wide and local office policies and legal obligations. Support and implement local deployment of firm-wide initiatives.
• Implement standards of excellence and customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them.
• Plan and execute internal employee relation events and office amenity offerings to promote in office presence and a positive office culture.
• In conjunction with the Director of Operations–US and Regional Office Administrator, prepare and monitor office operating and capital budgets.
• Manage contractual relationship with vendors providing goods and services to the office(s). Negotiate with vendors, initiate bid procedures and coordinate with in house Counsel, as appropriate.

• Work with the Director of Operations–US and Regional Office Administrator on any issues with the landlord; approve rent and other office operations bills.
• Manage office assignments and furnishings in partnership with Partner In Charge.
• Work with the Director of Operations–US and Regional Office Administrator on construction, renovation projects, and large furniture purchases, as necessary, and oversee daily activities of same from inception through completion.
• Oversee office facilities and ensure the office is maintained in a suitable manner and problems which arise are addressed appropriately and in a timely fashion.
• Ensure adequate fire/emergency disaster plans and necessary security procedures are in place, updated regularly on Akin Connect and effectively communicated to all Houston personnel.

• Ensure effective and high levels of secretarial support are available to the lawyers as needed.
• Host secretarial team meetings ensuring positive camaraderie and appropriate professional development.
• Ensure teams follow firm protocols and effectively utilize firm resources such as Document Support Services, the Administrative Resource Center and Office Services so they can focus on high impact support for their…