Office Administrator

at  Haynes and Boone LLP

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
The Office Administrator is an exempt employee responsible for administrative talent management and office operation, establishing and maintaining ongoing communication with the departmental and office managers, for providing feedback regarding work at all levels, for the general administration of the location, and providing staff support to the attorneys in all areas of their law practice. This position requires an individual with knowledge of accounting, human resources, information systems, and facilities management. Related duties include legal resources management, business development activities, budgeting, and professional recruiting.
Essential Duties

Finance and Accounting:

• Serves as the office liaison to the accounting department.
• Prepares annual expense budget for the office.
• Approves and codes all invoices, checks, check requests and reimbursement requests before forwarding to accounting.
• Reviews expense history monthly and make necessary code corrections as applicable.
• Reviews legal staff timesheets.

Records and Conflicts:

• Serves as the liaison to the Records and Conflicts department.
• Maintains quality control of client records, both in-office and off-site, and works with the Records department.

Human Resources:

• Serves as the liaison to the Human Resources department.
• Identifies staff requirements of the office. Coordinates recruitment, hiring, orientation and training of staff employees. Participates in termination as appropriate.
• Administers policies and procedures of the Firm to support staff. Provides talent management, including discipline and moral support to the legal staff.
• Performs annual legal staff evaluations and conducts quarterly staff meetings.
• Maintains staff attendance records and maintains confidential staff personnel records.
• Evaluates and coordinates workflow within the office, adjusting when necessary. Arranges for temporary legal staffing when required.
• Assists the Director of Human Resources with recommendations for the HR budget as it relates to the individual office(s).
• Serves as liaison to the Benefits Department and maintains knowledge of Firm’s benefits, insurance, and profit-sharing plans,
• Assists the HR/Benefits departments with training and development initiatives as related to the individual staff member or those in the specific office location.

Information Technology:

• Serves as the office liaison to the Information Technology department.
• Maintains knowledge of Firm’s office technology and procedures.
• Assists the IT department in scheduling training of attorneys/staff in use of Firm’s technology.

Administrative Services:

• Serves as the office liaison to the Administrative Services department.
• Oversees the administrative services utilized in the office including reprographics equipment, mail processing, office supplies, messenger services, phone systems, and vendor relations.
• Coordinates arrangements for office functions, clients, and Firm related meetings.
• Coordinates all physical movements of people and furniture in the office; Serves as on-site coordinator during construction projects.
• Maintains inventory of all equipment in the office.

Office Administration:

• Ensures proper maintenance, appearance, cleanliness, and security of the office.
• Maintains vendor relationships. Maintains ongoing relations with landlord.
• Manages parking and amenity registrations and coordinate payroll deductions as required.
• Manages outsourced catering department for office functions.
• Communicates office closures, events, and general information to attorneys and staff as required.
• Provides oversight of three local offices with the support of two office supervisors.

General:

• Creates monthly Office Administrator’s reports.
• Attends and participates in managers’ meetings.
• Serves as the office liaison to the Attorney Recruiting, Attorney Development, and Business Development, departments.
• Coordinates and executes special yearly activities for the office including United Way, blood drives, flu shots, annual staff event, seminars, and holiday charity events.
• Performs other related duties as needed or assigned.

Reporting Relationship
The Office Administrator reports directly to the Administrative Partner of the office and the Director of Administration.
Subordinate staff: Office staff members
Qualifications
Knowledge
The Office Administrator should be familiar with general management processes and possess a knowledge of basic accounting procedures, human resources/talent management, facilities management, law Firm technology and automation systems, and law Firm business development practices. Should possess the ability to manage a multitude of tasks simultaneously. This employee should understand how to interact with a variety of individuals, both within and outside the Firm. This employee should be able to work independently with minimal supervision.
Skills
The Office Administrator must possess the ability to communicate effectively, both verbally and in writing. Position requires flexibility, creativity, organizational ability, sensitivity to the needs of the diverse staff, follow though, and excellent listening skills. The individual must have strong leadership, the ability to delegate effectively, able to meet deadlines, and multi-task in a fast-paced environment. This employee must possess a working knowledge of all equipment used in the law Firm environment. Strong computer proficiency is a must, with knowledge of HR Information Systems (preferably Workday), Microsoft Word, Excel, and PowerPoint. Due to the ever-changing nature of this position, the Office Administrator must assume additional responsibilities as they arise.
Experience
The Office Administrator should have management and/or supervisory experience, preferably in a law Firm or other professional services organization. Bachelor’s degree in human resources management or business administration or equivalent work experience. Experience managing a multitude of tasks simultaneously. Seven or more years of law firm or professional services management experience is desirable.
Physical Demands
While performing the duties of this job, the individual must be able to move around the office up to 20% of the time; Remains stationary at least 80% of the time. The employee regularly communicates and exchanges information with the Firm attorneys and staff. The individual must be able to inspect and observe information on a computer screen at least 75% of the time.
Working Conditions
Office environment, some travel is required.

Please refer the Job description for details