Regional Office Manager/Office Administrator

Regional Office Manager/Regional Office Administrator

Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients. 

We are currently seeking an experienced Regional Office Manager to oversee our Philadelphia, Newark, and Princeton offices.  This position will oversee and manage daily office operations and work collaboratively with central Human Resources, Finance, Facilities, IT, and Business Development departments to implement firm-wide initiatives, policies and/or procedures in the assigned offices.  The Regional Office Manager reports to the Director of Human Resources and the Managing Partners of the assigned offices. This position will be based in Philadelphia, PA with travel to Newark and Princeton, NJ required at least twice per quarter, or more often as needed.

Essential Duties and Responsibilities:

• Direct supervision of legal practice assistants, legal assistants, receptionists, project assistants and other administrative personnel, as needed, in the assigned offices. On-site supervision of administrative personnel such as Records, Information Technology, Accounting, Billing, Collections, Business Development or Facilities in conjunction with departmental directors/managers.
• Ensure proper staffing, monitor workloads and overtime. Continuously review attorney support needs/staffing goals of the Firm and make recommendations to increase or decrease personnel, as necessary.
• Recruitment of legal practice assistants and various administrative personnel in accordance with Human Resources processes.
• Administration of the Firm’s PEP (Performance Evaluation Process) for non-lawyer personnel - all in accordance with Human Resources guidelines and procedures.
• Assist with the onboarding and exiting processes by collecting any paperwork from new hires/transfers/terminations in conjunction with Human Resources established procedures. Conduct orientation of new hires/transfers and exit interviews of terminated employees, as appropriate.
• Responsible, as first point of contact, for all personnel issues, including leaves of absence, counseling issues, personal issues, and corrective actions, up to and including terminations. Seek appropriate guidance from Director of Human Resources and work with departmental directors/managers for guidance and next step determinations.
• Oversight and approval of non-attorney staff time tracking, as well as review, approve, and track all requests for time off.
• Manage or oversee the coordination of office events and meetings, may include after-hours business development events.
• Responsibility for the delivery of assistance, as needed, to attorneys in areas of Facilities, Practice Development, Information Technology, Marketing, and Human Resources.
• Handle all aspects of facility maintenance, including building security, office assignments, office moves and supplies, and working with corporate Facilities Department, if necessary.
• Monitor and oversee onsite Ricoh Office Services, if applicable.
• Schedule and monitor training sessions (as requested and needed) for attorneys and non-attorney staff in conjunction with appropriate Firm department.
• Oversee records operations, in conjunction with Manager of Records & Information Services.
• Manage or oversee local operating accounts, including writing checks, balancing accounts and reporting to corporate Accounting Department.
• May be involved in client collections and/or client billing in conjunction with the corporate Billing and Collections Departments.
• May assist corporate Legal Recruiting Department.
• Responsible for notifying the Director of Human Resources immediately when any personnel-related issue or concern arises in the office or offices of responsibility.
• Responsible for immediate reporting and assessing of all Business Continuity/Disaster Recovery events to the Director of Human Resources, Director of Administration, Chief Talent Officer, Chief Operating Officer, Chief Information Officer and Director of Facilities. Manages the Local Crisis Management Team (LCMT).
• Travel, as required.
• Responsible for other duties as may be assigned.

Required Qualifications:

• Bachelor’s degree in Business Administration, Human Resources or related discipline.
• Five (5+) or more years of managerial experience required, multiple locations preferred.
• Experience in law firm or legal department strongly preferred.
• Strong knowledge of standard Human Resources practices and procedures.
• Prior management or supervisory experience in a professional services environment, required. Law firm experience, preferred.
• Professional written and verbal communication skills.
• Ability to write, read, and interpret business documents.
• Ability to exercise and maintain a high level of confidentiality in required matters and situations.
• Ability to work with advanced math concepts such as probability, percentages and ratios.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Proficiency with Microsoft Office applications.
• Ability to organize and manage multiple priorities and deadlines.

Buchanan Ingersoll and Rooney PC offers a benefit package that includes:

• Hybrid work schedules
• Generous Paid Time Off
• Paid Holidays, including a floating holiday
• WorkWell wellness program
• Caregiving assistance with Bright Horizons (child, elder, and pet care!)
• Access to our Firm-wide emergency assistance fund
• Free, full access to LinkedIn Learning
• Insurance – Medical, Dental, Vision
• 401K Program
• Retirement Savings Program

We are an Equal Opportunity Employer.