Location: Philadelphia Schedule: 8:30 AM to 5:0 PM FLSA: Exempt Position Type: Full-Time/Regular 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 Administrative Operations Coordinator ( Coordinator ), working under the direct supervision of the Office Administrator and the Sr. Director of Operations - U.S.. The role will reside in the Philadelphia office and will be responsible for providing oversight to the day-to-day operations of the Philadelphia office. This includes the oversight for office services, conference services, and reception. The Administrative Operations Coordinator will also assist the Sr. Director of Operations - U.S. with cost management support and analytical and administrative tasks related to the firm's real estate portfolio and general operations projects. The Coordinator is expected to be a positive role model, a mentor, and to deliver superior service to attorneys, advisors, and staff. Additionally, the role supports efficient departmental operations, encourages teamwork, and fosters continuous improvement. All responsibilities must be carried out in a manner consistent with the Firm's Core Values. Key responsibilities of this position include: Day-to-Day Office Oversight:
- Oversee office operations, ensuring reception, conference services, and office staff function efficiently and effectively to meet firm-wide standards and support legal practices.
- Address operational issues as they arise, resolving them promptly.
- Preparation of project and office-related communications, letters, memos, and project updates.
- Coordinate staff coverage for absences and compile the Weekly Coverage Report.
- Collaborate, as needed, with the Secretarial Manager(s) or Supervisor(s) to ensure adequate secretarial coverage for lawyers, as well as visiting lawyers.
- Manage office space including maintenance of furnishings and equipment, working with property managers and vendors to address concerns.
- Process expense reports, invoices and check requests, ensuring adherence to firm policies.
- Partner with Office Administrator on office assignments, in-office moves and maintain Eptura space management system for Philadelphia.
- Assist in planning office events such as office holiday parties, employee relations activities, client events, recruitment, DE&I and other training programs.
- Troubleshoot and resolve issues or escalate as needed to the Office Administrator or Sr. Director of Operations - U.S.
- Act as the initial point of contact for employee relations matters within assigned business services personnel, collaborating with HR on any concerns.
- Mentor and assist in the development of staff, setting performance expectations and addressing areas for improvement.
- Participate in the performance review process for assigned staff.
- Approve and monitor staff timecards and leave requests.
- Maintain a professional demeanor, contributing to positive conflict resolution and effective teamwork.
General Operations Support:
- Maintain LeaseHarbor database, calendar dates and send relevant reminders on lease related issues to stakeholders.
- Ensure timely preparation and payment of subtenant invoices by subtenants, following up as needed.
- Maintain rent schedules, updating operating expense and real estate tax information annually.
- Cost review and analysis.
- Review monthly and year end variance budget reports for miscodes and variance concerns.
- Assist with preparation of operations and project communications.
- Research new software platforms for firm consideration.
- Monitor expiring contracts to ensure timely renewals or cancelations by contract owner.
- Document management for all critical contracts, leases and other administrative operations records.
- Provide project and administrative support to the Sr. Director of Operations.
- Assist with meeting coordination, scheduling, agenda preparation, attend meetings and compile meeting notes, schedule reminders and follow up, as needed.
Office Operations Responsibilities:
- Ensure conference rooms are appropriately set up with supplies, audio-visual equipment and food services, in collaboration with IT, Reception and Conference Services teams.
- Ensure conference services team delivers food services in a timely, hygienic, and cost-effective manner, and appropriately maintains catering and coffee areas.
- Provide guidance to the team on best practices within food service industry and firm standards.
- Work with Office Administrator on budgeting and expense tracking.
- Provide back-up to or delegate Reception desk coverage when necessary to include EMS bookings.
- Oversee the maintenance, repair, and purchase of office equipment in coordination with the Office Administrator and Operations Assistant.
- Work with the Office Administrator and Operations Assistant to manage supply inventory and vendor selection, ensuring cost-effective purchases and excellent inventory control.
- Ensure all departmental forms and logs are completed accurately.
- Ensure a neat and orderly office environment is maintained.
- Work collaboratively with other departments to provide necessary services to attorneys and clients.
- Participate in professional development activities to enhance skills and service delivery.
- Other tasks as assigned and requested by the Office Administrator or Sr. Director of Operations - U.S.
Qualifications (Experience, Knowledge, Skills & Abilities):
- Four-year college degree
- Minimum of 2 years of supervisory or management experience in a professional services environment preferred
- Typing proficiency of at least 60 words per minute with accuracy
- Thorough knowledge of MS Office applications including mastery of WORD, Excel, PowerPoint and Outlook
- Strong knowledge of office procedures related to conference services, office services, facilities, and event management
- Excellent supervisory skills and the ability to serve as a role model
- Basic knowledge of HR policies and legal requirements
- Excellent judgment, common sense, and decision-making skills
- Strong organizational, time management, analytical, and problem-solving skills
- Superior written and oral communication skills, including grammar, spelling, and punctuation
- Record-keeping proficiency and thorough knowledge of the firm's email and document management systems
- Competence in using office equipment such as computers, printers, copy machines, and telephones
- Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment
- Strong team player with the ability to build effective working relationships across the firm and with external clients and vendors
- Mathematical skills including addition, subtraction, multiplication, division, and percentages
- Strong service orientation and commitment to confidentiality
- Dedication to professional growth and alignment with the firm's Core Values
Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility #LI-DNI