Operations Manager - Oakland

Alchemy Legal - Oakland, CA

Operations Manager - Oakland, CA ($100k-$115k+) 

We are working with a mid-sized law firm that seeks a highly motivated Operations Manager to join its Oakland office. This position reports to the Firm’s Director of Administration and is responsible for the Firm-wide Management of Operations, which includes Office Services, Facilities, Safety, Reception, Hospitality and Records, and Operations Group personnel. This position will be responsible for refining and enhancing the resource allocation, processes, and technology of Firm Operations.

Qualifications & Requirements:

  • 3-10+ years of management experience focusing on office services and; Legal Management a plus
  • Experience working in law firm environment
  • A bachelor’s degree or equivalent work experience
  • Ability to organize, prioritize, and complete numerous tasks while under time constraints
  • Ability to provide information with courtesy and tact while safeguarding confidentiality
  • Ability to manage staff who fulfill a variety of job roles
  • Concise and accurate written communication skills
  • Confident and precise verbal communication skills
  • Strong influencing, coaching and conflict resolution skills
  • Flexibility and willingness to pitch in wherever and whenever needed
  • Strong project management skills
  • Working knowledge or other records/document management technology
  • Customer service attitude and demeanor
  • Strong proficiency in MS Word, Outlook, PowerPoint, Excel, LegalKey; working knowledge of FileSite

 

Job Duties & Responsibilities: 

PERSONNEL MANAGEMENT ESSENTIAL FUNCTIONS

The position’s personnel management essential functions include but are not limited to:

  • Manage the Operations Group personnel in consultation with the Director of Administration, with duties including but not limited to coordinating workflow, reviewing timesheets and vacation requests, managing employee performance, cross-training and conducting annual reviews
  • Work with Operations Group personnel to develop individual professional development goals and monitor progress towards these goals
  • Ensure that the Operations Group personnel comply with Firm guidelines, standards and practices
  • Manage, along with the Director of Administration and in coordination with the Human Resources Department, Firm-wide recruiting and hiring of Operations Group personnel, with duties including but not limited to working with HR to help identify job-posting venues, review postings, maintain good recruiter relations, and conduct staff screening interviews

RECORDS

The position’s essential functions relating to Records include but are not limited to:

  • Manage Records and oversee scheduling of regular/ongoing records group tasks such as: suite-wide file inventory scanning, purging closed case files, file shifting and reorganization of office file rooms and records center stacks
  • Maintain master list of records clerk assignments for all offices
  • Provide training and support to records clerks, attorneys and staff in use of the Firm’s records systems and procedures
  • Liaise with the Director of Administration regarding client file transfers into and out of, the Firm. Effectively organizes physical and electronic file transfers while maintaining confidentiality
  • Perform quality control follow-ups to ensure records requests are handled in an accurate and timely manner
  • Demonstrate extensive knowledge of Firm’s current electronic records management system (currently LegalKey), including use of the report generation module.
  • Responsible for Firm’s current electronic records management system (currently LegalKey) administration with regard to new user set-up, password assignment, location changes and other tasks in the administrative module of the records system
  • Construct ethical walls at the direction of the Conflicts Group, through use of the LegalKey (or other electronic system) ethical wall module
  • In concert with other Records personnel and Conflicts Group personnel, manage circulation of inventory of office library resources, including intake of new orders, updates to existing volumes and sharing of Library resources between offices as needed
  • Manage communications with offsite storage vendors regarding authorized user lists, service problems and other issues as they arise
  • Maintain procedure manual(s) for each core function under Operations
  • Maintain centralized documentation for Operations functional areas in FileSite
  • Develop and/or revise best practices and procedures for the Firm’s Records management programs, including moving to a “paper lite” environment

OFFICE SERVICES / FACILITIES / SAFETY

The position’s essential functions relating to Office Services, Facilities and Safety include but are not limited to:

  • Manage the office Services Operations, which includes Reception, Hospitality, Mail, Messenger Services and Copy Room Operations
  • Manage office facilities, which includes economically using office space, overseeing facility maintenance, managing internal moves, liaising with building management, purchasing equipment, furniture and supplies, and inventory control
  • Be responsible for Firm-wide safety and security, which includes communicating about evacuation plans, maintaining building access cards and maintaining safety supplies and equipment
  • Work with Human Resources to maintain a current list of all staff and contact information in case of an emergency
  • Maintain current Emergency Information Desk Reference Cards
  • Partner with Building Management on all safety and security matters
  • Orient new employees about Firm safety and security
  • Plan and manage internal office events

OTHER ESSENTIAL FUNCTIONS

  • Travel among all firm offices
  • Maintain a regular, reliable and punctual on-site schedule
  • Work extended hours as needed
  • Perform special projects as assigned by the Director of Administration
  • Provide leadership on special projects as assigned
  • Maintain composure and work efficiently and accurately during stressful, high-energy situations involving frequently changing priorities
  • Maintain a professional network and key resource contacts
  • Demonstrate excellent customer support
  • Demonstrate strategic planning with respect to refining and enhancing resource allocation, processes, and technology as it relates to Operations
  • Work cordially, cooperatively and productively with all Firm employees
  • Other functions as assigned

Compensation will be commensurate with experience, salary is flexible.

Prestigious law firm provides great environment and working atmosphere.

To hear more (confidentially of course), please email your resume along with salary expectations.

 

Thank you,

 

Hope Tocci

Talent Acquisition Specialist

htocci@alchemylegalrecruiting.com



Posted On: Friday, August 9, 2019
Compensation: $100,000-$115,000



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