Administrative Manager

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us.  Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

We are seeking an Administrative Manager to join the Portland office. The Administrative Manager is responsible for the day-to-day operations of the office to include general responsibility for the administration of firm policies and programs and supports the Director of Administration who is responsible for accounting functions, human resources, office services, facilities management, office systems and technology.  This position is responsible for providing support for firm staffing and organizational plans, providing employee counseling, new employee orientation programs, exit interviews and troubleshooting and helps maintain interfaces with lawyers and other departments and performs project and other duties as instructed by the Director of Administration. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.

KEY RELATIONSHIPS
Chief Administrative Officer, Director of Administration, Administrative Partner, lawyers, administrative and other support staff

ESSENTIAL DUTIES
• Supports the Director of Administration in budgeting, variance/profit analysis, billing and collections and other office financial management functions
• Monitors monthly timekeeper billing and timekeeping requirements, review inventory monthly, prepare financial reports as requested
• Oversees facilities management for the office to include dealing with the office/building management, overseeing relations with various vendors for office supplies, furniture and equipment, and allocation of same
• Supports the Director of Administration in conducting operational audits, records and library management, telecommunications and computer systems management, litigation support and other systems management functions including procedures, manuals and documentation
• Oversees non-exempt support staff which may include paralegals, legal support staff, and various administrative positions; may coordinate work flow, work assignments and work schedules; and staffing
• Handles staff personnel matters if instructed by the Director of Administration as needed for the office while adhering to applicable state and federal employment laws.  Coordinate employment issues with the office HR Business Partner
• Assigning interim support to lawyers when practice assistants are out of the office or need additional support when at capacity
• Working closely with office HR Business Partners  to help administer performance management, salary planning, benefits enrollment, recruiting, including responsibility to interview/screening candidates

ADDITIONAL DUTIES
• Responsible for any other duties relating to ensuring efficient support to the lawyers and clients of the firm
• Provide assistance on office specific projects that may involve the operation of the office
• May assist Legal Recruiting team with lateral associate, entry level and summer associate hiring, assist with implementing summer program and fall recruiting efforts

EXPERIENCE SKILLS REQUIRED
• Position requires a strong understanding of accounting/financial principles
• Requires previous experience with Microsoft Office software
• Ability to work with mathematical concepts such as probability and statistical inference
• Ability to define problems, collect data, establish facts and draw valid conclusions to follow oral and written instructions
• Excellent interpersonal skills required to work with a variety of complex personalities (both internal and external) to achieve successful collective outcomes
• Must possess a flexible attitude and approach to the work environment
• Must have the equivalent of 3 to 10 years previous experience in administering a professional services firm.  Specific experience in accounting/bookkeeping, personnel management, systems and technology is required
• Bachelor’s degree or equivalent required, with a concentration in a business field preferred
• Computer Knowledge:  Strong PC skills in Windows and Microsoft Office Applications. Experience with law firm billing and HR systems preferred
• Excellent communication skills, both verbal and written to interact with a wide range of individuals up to and including senior management
• Strong organizational and planning skills
• Interviewing skills
• Experience in managing multiple priorities in a changing and demanding environment
• Strong analytical, problem solving and communication skills

ADDITIONAL ABILITIES REQUIRED
• This job operates in an office setting and, requiring the routine use of a computer and other standard office equipment.  The ability to open file cabinets, lift files, bend and stand on a stool may also be required.

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with approximately 2,000 lawyers across five continents. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world.  We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered in the past five years emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

For more information or to view other job opportunities, please click here to go back to our careers page.

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

BENEFITS

We offer a dynamic work environment and excellent benefits.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices shall not be influenced or affected by virtue of a person’s race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, military status or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.