Office Administrator Position Available In Davidson, Tennessee

Office Administrator
Nashville, Tennessee
Legal Staff
Labor & Employment
Full Time
5510
No
Job Description
Position Summary
Ogletree Deakins has an exciting opportunity for an experienced Office Administrator to become a part of both the Firm’s Nashville, TN and Memphis, TN. The Office Administrator is responsible for the business administration of the office and may assume responsibility for additional Ogletree Deakins offices and/or practice groups as appropriate, including all support functions and coordination. The Office Administrator will manage all operations of the assigned office(s), including human resources, financial planning and controls, marketing and event planning, facilities, information systems, and other tasks. The position will also work closely with the Office Managing Shareholder(s) (“OMS”) in the development and ongoing administration of the offices’ strategic plan. The Office Administrator may also be provided opportunities to collaborate on broader initiatives that support continuous improvement efforts in benefit of Firm interests.
Essential Functions
Human Resources

• In close collaboration with and supported by the Firm’s Human Resources team:
  Communicate and enforce policies and procedures
  Conduct interviews and make recommendations on the selection of employees
  Initiate new employee intake process, employee status change requests, and exiting employee process
  Conduct New Hire onboarding including orientation and training of Firm systems and processes
  Coordinate Employee Benefits issues with Human Resources
  Optimize planning and utilization of office resources to efficiently and effectively meet office needs
  Coordinate and provide feedback on annual business service professionals evaluations and compensation
  Provide clear expectations of employees under their leadership, including assessing training needs and facilitating development opportunities
  Actively manage employee performance, identify and document performance issues to resolve through counseling, performance improvement plans, and other resources within the Firm
  Champion positive and engaging work environment and motivation
  Financial Management and Budgeting
  Prepare and monitor office budget, making recommendations for cost efficiencies, capital expenditures, and operational needs
  Regularly review and analyze monthly financial reports, working closely with OMS to address profitability and attorney productivity issues
  Review and approve invoices and expenses for the office
  Build and maintain vendor relationships: negotiation of rates; prompt approval and processing of payments; resolution of billing discrepancies; oversight of office supplies and services being provided
  Responsible for administration of the office checking account, Firm credit card, and attorney trust account
  Marketing and Event Planning
  Work closely with the OMS to plan and coordinate local marketing events including briefings, roundtables and seminars
  Assist shareholders with enhancing the Firm’s visibility and image in the local market and throughout the Firm
  Facilities
  Responsibility for local office level adherence to Firm safety and security protocols and policies
  Regularly maintain personnel directory and floor plans to ensure accuracy
  Act as safety coordinator and train employees on emergency procedures
  In collaboration with Real Estate and Project Management team, act as liaison between Firm and landlord regarding any facilities projects, maintenance requests, or issues; participate in space planning and design for office relocations, proper maintenance of office space assets to reflect professionalism of the Firm
  Oversee records storage and management
  Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current
  Computer Systems
  In coordination with Information Technology, support technology operations and functionality, including: coordinate technology upgrades and maintenance with Administrative Office, IT department, consultants and vendors
  Management, Committees, and Meetings
  Work collaboratively with OMS
  Identify and analyze issues; recommend and implement approved solutions under the direction and guidance of the OMS
  Attend local Shareholders’ meetings
  Chair business service professionals meetings
  Plan office social functions
  Manage special projects as assigned by OMS, Director of Office Administration, and Administrative Leadership
  Attend departmental or Firm events as required from time to time
  Ability to travel as work requires, from time to time
  Requirements
  Bachelors degree and 4+ years of Office Management, Human Resources experience, or 6+ years combination of experience and education
  Candidates must be professional, and have experience in managing others, including directing workload, performance management, training, event planning, staffing and recruitment
  Experience in managing remote staff
  Proficient in all Microsoft applications, including, but not limited to Word, Excel, PowerPoint, Outlook, Document
  Management System, expense and billing systems
  Analytical and problem solving skills
  Ability to proactively focus on and anticipate needs
  Display emotional intelligence
  Dependable•quickly becomes the ‘go-to’ person
  Strong leadership qualities•able to lead and manage others
  Ability to act in a position of trust, both as to attorneys and business service professionals
  Consistently deliver excellent client service both internally and externally
  Responsive-responds to inquiries and provides feedback in a timely manner
  Highly organized and self-directed•able to juggle several projects and offices at one time
  Ability to work collaboratively, while also encouraging and motivating others
  Ability to lead independently, exercising good judgment in potentially difficult situations
  Capacity to maintain effective working relationships with all levels of Firm personnel and diverse groups of people
  Excellent oral and written communication skills are essential
  Please note, we are not working with outside recruiters for this position.

Benefits
Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.
Contact Information
If you have questions, please e-mail Megan Becker at megan.becker@ogletree.com with “Office Administrator

• Nashville/Memphis” in the subject line.

Please note, applications submitted via e-mail will not be considered.
Firm Overview
Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Litigation

• Labor and Employment category.

Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.
We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.