Our client, an international law firm seeks a director of administration for their office in Frankfurt.

This role develops and implements the firm’s business goals, objectives, policies and initiatives by providing vision, leadership and management..

The role holder (DOA) is the administrative officer for the Frankfurt office, responsible for the business management of the office and implementation of the business aspects of the firm’s strategic plan.  The Office Manager is responsible for establishing and maintaining cohesive and collegial overall management of the office and its administration in coordination with the entire firm.

Management duties

Oversight of HR, accounting and IT services. This role also holds direct responsibility for operative functions, library and records management, secretarial management, and security. Although the DOA has overall responsibility for these general areas, it is expected that administrative managers will be directly responsible for specific areas. The DOA supports legal and non-legal staff, in internal and external issues. It is critical for the DOA to be a proactive leader ensuring that the administrative infrastructure is running effectively and that ongoing investments are being made to ensure continued stable and reliable office performance.

Relationships with Firm Management

The DOA will work with the firm’s Managing Director to define office policies, plans and budgets that are in accordance with the firm’s overall policies, plans and budgets.  The position requires collegial relationships to operate as a senior management resource.

The DOA must be able to develop and maintain a spirit of teamwork with firm management, lawyers, lawyer committees and practice groups, and directors/Directors of Administration of other offices and their staffs in providing time-sensitive client services and robust, user-oriented information systems.

Duties & Responsibilities     

Managing planning, business, administrative and daily operations

Identifying and planning the changing needs of the office, sharing responsibility with partners for strategic planning

Overseeing development, motivation and sustaining of staff experts to support all administrative functions

Lead and coordinate the activities of administrative departments to ensure a cohesive and collaborative working environment.

Communicate the firm’s commitment to maintain the highest possible professional standards in performing legal work and to provide high quality service and responsiveness to clients at all times.

Serve as the firm’s liaison with landlords, banks, government agencies, professional associations, vendors and similar groups.

Ensure that appropriate accounting controls, procedures and training programs for Frankfurt staff are in place, collaborating with the CFO.

Prepare an annual budget for each office in conjunction with firm-wide budgeting guidelines

Report, analyze and effectively manage the office’s budget throughout the year providing monthly analyses of variances from the budget.

Assist the office’s partners in billing and collecting activities to resolve any delinquent or outstanding billing or collection issues.

Ensure the office’s compliance with all firm-wide and office-wide policies and procedures including general operations, compensation, training, equal employment opportunity, harassment, workplace safety and other local governmental regulations.

Work with appropriate committees, firm-wide personnel and partners on the recruiting, staffing levels, retention, evaluation, assignment, training and salary administration of all legal and administrative staff.

Oversees ongoing associate recruiting.

Responsible for the oversight and organization of office events:

Working with the Chief Information Officer, ensure the efficient performance and effective use of the firm’s information systems.

Provide management direction and analysis of all telecommunications-related activities.

Oversee the office’s records management function and ensure the development, maintenance and continued refinement of the office-wide system of records management.  This includes providing a cost-effective and reliable office-wide system, and ensure appropriate training.

Working with the Director of Security, ensure that the workplace is secure and safe from intruders.

Review and monitor all leases for the offices to ensure compliance with all terms and conditions of the lease by the firm and building management; ensure that lease options are exercised in a timely manner.

Requirements:

A university degree, ideally in business, human resources, industrial relations or other related field.

Oral and written fluency in English and German

A minimum of 8 years of related experience in a complex organization (preferably with experience in the legal industry or professional services organization) as a director or manager.

At least 6 years of senior management or executive level experience in a firm or company of similar or larger size. Demonstrated experience in administering budgets and controls.

Skills:

Superior oral and written communication and presentation skills to effectively address and maintain efficient relationships with all departments and employees in a team-oriented environment and at all levels within the organization.

Very strong proficiency using Microsoft Office, including Word, Excel, PowerPoint, and Access.

Perceptive and creative perspective on opportunities available in office administration.

Ability to provide vision and leadership

Proven experience in directing effective processes for change and adaptation.

Strong business orientation including finance, marketing and strategic planning.

Ability to understand, evaluate and supervise the operation of technologically and functionally complex equipment and systems.

If you would like to receive further information on the subject, contact Emma Plumtree:  emma.plumtree@legalisglobal.com

 

Legalis will respond to all successful applications. If you have not been contacted your application has been unsuccessful. Due to the high volume of CVs received, we are unable to reply to every individual application. If you do not receive a reply for this particular role we’ve advertised, please do not let this deter you from applying for future roles. For more legal career opportunities please visit: https://legalisglobal.com/job-search/

To apply for this job email your details to emma.plumtree@legalisglobal.com

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