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Career

Administrative Manager

5/21/21

Freeman Mathis and Gary is a national litigation firm, with twenty offices in ten states. We are seeking a motivated Administrative Manager to help support our northeastern offices. This position will be located in either our Philadelphia or Boston location. The person in this role will supervise a group of legal support staff as well as provide support for office operations. The following set of success factors describe the characteristics of those who are successful in our Firm:

•     Helpful, Congenial, Personable, Positive

•     Unpretentious, Approachable, Respectful, Team Oriented

•     Organized, Timely, Confidential, Responsive (within 24 hours)

•     Accountable, Takes Ownership, Corrects Mistakes

•    Adept and Creative Problem Solver

Essential Job Functions:

• Supervise legal support staff and daily office operations.
• Monitor and coordinate legal assistant/attorney staffing ratios and workflow.
• Manage timekeeping of direct reports by reviewing and approving weekly timecards, PTO requests, and monitoring and managing overtime requests.
• Assess staff performance, provide coaching/guidance and address performance issues when needed, conduct annual performance reviews of direct reports.
• Understand and able to perform basic employee relations.
• Recruit, interview and hire Legal Assistants and Paralegals: review/vet resumes, conduct and coordinate interviews, and obtain final approval for hiring.
• Employee onboarding duties (determine office seating, ensure office services and IT have set up office/work station and created required User accounts) and offboarding duties.
• Partner with business leaders ensuring needs from different departments are being met.
• Work closely with firmwide Directors and Managers to implement and improve firm policies and procedures.
• Ensure the offices are functional, safe and adequately stocked with necessary supplies.
• Interact with property managers and manage vendors in support of office operations.
• Plan, schedule and promote office events (e.g. monthly breakfasts, happy hours, holiday parties, staff meetings, partnership meetings).
• Monitor costs and expenses to assist in budget preparation.
• Some travel required; other duties as assigned.

Education, Experience, and Skills:

• High School Diploma required. Bachelor’s degree in business administration, management, or related field preferred.
• Minimum 3-5 years’ experience in a management/supervisory role in a professional services setting.
• Ability to work independently with little to no supervision and perform in a fast-paced, dynamic work environment.
• Determination and desire to drive continuous improvement of operations.
• Ability to communicate effectively with all levels of management.
• Ability to work with sensitive information while maintaining confidentiality.
• Proficiency with MS Office. Strong Excel skills and DocuSign skills preferred.
• Ability to multi-task, prioritize and work under tight deadlines.
• Excellent organizational skills for optimal work flow and efficiency.
• Excellent time management, interpersonal and communication skills.
• Adaptable to changing priorities and work demands.
• Pro-active, follows through with minimum direction, and displays initiative.
• Exhibits a positive attitude and has confidence.

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunity to all applicants and employees by maintaining a workplace free of discrimination on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or other protected group status as provided by law. FMG complies with all applicable federal, state, and local laws. The position is subject to our drug free workplace requirements which includes the ability to pass a pre-employment drug screen. Employee’s subject to drug screening under reasonable suspicion. All drug testing is conducted in accordance with our Firm policies and procedures, located in the Employee Handbook.

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