Administrative Operations Coordinator

Location: Philadelphia
Schedule: 8:30 AM to 5:0 PM
FLSA: Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Administrative Operations Coordinator ("Coordinator"), working under the direct supervision of the Office Administrator and the Sr. Director of Operations – U.S..

The role will reside in the Philadelphia office and will be responsible for providing oversight to the day-to-day operations of the Philadelphia office. This includes the oversight for office services, conference services, and reception. The Administrative Operations Coordinator will also assist the Sr. Director of Operations – U.S. with cost management support and analytical and administrative tasks related to the firm's real estate portfolio and general operations projects. The Coordinator is expected to be a positive role model, a mentor, and to deliver superior service to attorneys, advisors, and staff. Additionally, the role supports efficient departmental operations, encourages teamwork, and fosters continuous improvement. All responsibilities must be carried out in a manner consistent with the Firm’s Core Values.

Key responsibilities of this position include:

Day-to-Day Office Oversight:

• Oversee office operations, ensuring reception, conference services, and office staff function efficiently and effectively to meet firm-wide standards and support legal practices.
• Address operational issues as they arise, resolving them promptly.
• Preparation of project and office-related communications, letters, memos, and project updates.
• Coordinate staff coverage for absences and compile the "Weekly Coverage Report."
• Collaborate, as needed, with the Secretarial Manager(s) or Supervisor(s) to ensure adequate secretarial coverage for lawyers, as well as visiting lawyers.
• Manage office space including maintenance of furnishings and equipment, working with property managers and vendors to address concerns.
• Process expense reports, invoices and check requests, ensuring adherence to firm policies.
• Partner with Office Administrator on office assignments, in-office moves and maintain Eptura space management system for Philadelphia.
• Assist in planning office events such as office holiday parties, employee relations activities, client events, recruitment, DE&I and other training programs.
• Troubleshoot and resolve issues or escalate as needed to the Office Administrator or Sr. Director of Operations – U.S.
• Act as the initial point of contact for employee relations matters within assigned business services personnel, collaborating with HR on any concerns.
• Mentor and assist in the development of staff, setting performance expectations and addressing areas for improvement.
• Participate in the performance review process for assigned staff.
• Approve and monitor staff timecards and leave requests.
• Maintain a professional demeanor, contributing to positive conflict resolution and effective teamwork.

General Operations Support:

• Maintain LeaseHarbor database, calendar dates and send relevant reminders on lease related issues to stakeholders.
• Ensure timely preparation and payment of subtenant invoices by subtenants, following up as needed.
• Maintain rent schedules, updating operating expense and real estate tax information annually.
• Cost review and analysis.
• Review monthly and year end variance budget reports for miscodes and variance concerns.
• Assist with preparation of operations and project communications.
• Research new software platforms for firm consideration.
• Monitor expiring contracts to ensure timely renewals or cancelations by contract owner.
• Document management for all critical contracts, leases and other administrative operations records.
• Provide project and administrative support to the Sr. Director of Operations.
• Assist with meeting coordination, scheduling, agenda preparation, attend meetings and compile meeting notes, schedule reminders and follow up, as needed.

Office Operations Responsibilities:

• Ensure conference rooms are appropriately set up with supplies, audio-visual equipment and food services, in collaboration with IT, Reception and Conference Services teams.
• Ensure conference services team delivers food services in a timely, hygienic, and cost-effective manner, and appropriately maintains catering and coffee areas.
• Provide guidance to the team on best practices within food service industry and firm standards.
• Work with Office Administrator on budgeting and expense tracking.
• Provide back-up to or delegate Reception desk coverage when necessary to include EMS bookings.
• Oversee the maintenance, repair, and purchase of office equipment in coordination with the Office Administrator and Operations Assistant.
• Work with the Office Administrator and Operations Assistant to manage supply inventory and vendor selection, ensuring cost-effective purchases and excellent inventory control.
• Ensure all departmental forms and logs are completed accurately.
• Ensure a neat and orderly office environment is maintained.
• Work collaboratively with other departments to provide necessary services to attorneys and clients.
• Participate in professional development activities to enhance skills and service delivery.
• Other tasks as assigned and requested by the Office Administrator or Sr. Director of Operations – U.S.

Qualifications (Experience, Knowledge, Skills & Abilities):

• Four-year college degree
• Minimum of 2 years of supervisory or management experience in a professional services environment preferred
• Typing proficiency of at least 60 words per minute with accuracy
• Thorough knowledge of MS Office applications including mastery of WORD, Excel, PowerPoint and Outlook
• Strong knowledge of office procedures related to conference services, office services, facilities, and event management
• Excellent supervisory skills and the ability to serve as a role model
• Basic knowledge of HR policies and legal requirements
• Excellent judgment, common sense, and decision-making skills
• Strong organizational, time management, analytical, and problem-solving skills
• Superior written and oral communication skills, including grammar, spelling, and punctuation
• Record-keeping proficiency and thorough knowledge of the firm’s email and document management systems
• Competence in using office equipment such as computers, printers, copy machines, and telephones
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment
• Strong team player with the ability to build effective working relationships across the firm and with external clients and vendors
• Mathematical skills including addition, subtraction, multiplication, division, and percentages
• Strong service orientation and commitment to confidentiality
• Dedication to professional growth and alignment with the firm’s Core Values

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility
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