Office Administrator

Office Administrator

The Office Administrator (OA) is responsible for overseeing the day-to-day operational management of the Miami office, ensuring the smooth and efficient functioning of all business services departments, including Practice Assistants, Office Services, and Facilities. This role works closely with the Office Managing Partner, and the Chief Operating Officer for the Americas to implement and support the office's strategic priorities. The OA also collaborates with Human Resources on the recruitment and integration of business services staff, associates, and attorneys.

You will be an important part of our Miami office, recognized as a Top Workplace by the South Florida Sun Sentinel in 2023 and 2024.

Job Description

• Responsible for the overall day-to-day administration of the office.
• Prepares the office operating expense budget and monitor monthly vs. actual progress.
• Manages functions and office social events for lawyers and Business Team employees to include practice group meetings, holiday parties, summer associate programs, staff appreciation, socials, etc.
• Assists with summer associate recruitment, as requested.
• Partners with Marketing and Business Development department on client related events and activities
• Supervises office administrative employees which include legal secretaries, facilities, and reception.
• Manages the performance management, evaluation and compensation process for administrative employees.
• Manages the relationship with on-site vendors.
• Monitors administrative employee attendance, vacations, and other absences from the office.
• Ensures administrative coverage for lawyers, assuring their administration and support needs are maintained. Manages workflow and ensures that timekeeper needs are timely met.
• Manages the real estate for the location, assigning work locations and overall office space.
• Works with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues.
• Arranges for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc.
• Coordinates in-house office moves.
• Coordinates and oversees disaster and emergency preparedness activities for the office.
• Serves as the leader for responsible business activities across the office, assuring diverse and numerous activities while monitoring the accrued responsible business hours across the office and encouraging participation and engagement in the program.
• Responsible for Miami office communications and intranet site.
• Assists with special projects, including with other U.S. and global offices, as may be assigned.
• All other reasonable duties as may be assigned and required.

Additional Responsibilities

Qualifications

Required Skills

Education, Certifications and / or Experience

Hours

Core hours are Monday through Friday, 8 : 30 a.m. to 5 : 30 p.m., including one hour for lunch. This individual should be flexible and available to work outside of normal business hours, including evenings and weekends as necessary.

This job description sets forth the responsibilities of this position and may be changed from time to time as shall be determined.

Hogan Lovells is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected Veteran status, or other factors protected by law.

Hogan Lovells complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact our Benefits Department at LeaveofAbsence_US@hoganlovells.com.