Office Supervisor

The Opportunity

Seyfarth Shaw has an exciting opportunity for an Office Supervisor (OS) to support a team of attorneys and staff in a new office location opening soon in Miami, FL. The OS will work closely with Miami’s Office Managing Partner and the Firm’s Principal Administrator to support the office through expansion.

Responsibilities

• Supervise day-to-day operations for the office including supervising the support staff, monitoring work levels, and coordinating or providing overflow support.
• Provide coverage for Reception desk by receiving and routing incoming calls and greeting visitors to the office.
• Manage the process for reserving conference rooms, video conferences, and visitor office work space in the Event Management System.
• Provide support for setting up and cleaning up conference rooms, including coordinating catering orders, set-up of necessary equipment, responding to audio visual requests in meeting rooms, and participating in quality assurance set-up for video conference meetings.
• Cook facilities matters working directly with building management team and/or third party vendors, as necessary.
• Order and maintain inventory of office supplies and kitchen supplies for the office.
• Open, sort, and distribute incoming mail and overnight deliveries; assist with outgoing packages and mail, as needed.
• Process office invoices and expense reports in ChromeRiver.
• Update office information home page on internal portal.
• Manage the inventory of equipment including loaner laptops, MiFi’s, and consumable assets such as keyboard, mice, batteries, and headsets.
• Assist with the support of printers to include managing printer toner, replacing printer toner, and coordinating printer repair with a third party vendor.
• Assist with other administrative tasks to support the office.

Requirements

• A minimum of 5 years’ supervisory experience in a professional services firm.
• Previous experience working in a law firm environment including exposure to general administrative and human resources functions.
• Bi-lingual proficiency in English/Spanish.
• Experience developing administrative processes to improve effectiveness of day-to-day operations.
• Bachelor’s degree required, ideally in business or related field.
• Excellent written and verbal communication skills and a demonstrated ability to work effectively with colleagues at all levels.
• Exhibits a high degree of initiative and independent judgment with excellent troubleshooting, decision making and follow-through skills.
• Manages multiple initiatives simultaneously.
• Superior organizational skills, attention to detail, and ability to multi-task in a fast-paced environment.
• Strong working knowledge of Microsoft Office Suite and technical acumen to become proficient in new applications quickly.
• Exceptional interpersonal skills necessary in order to communicate, follow written and/or oral instructions, provide information, and maintain effective relationships with all personnel, clients and vendors.
• Communicates with professionalism, courtesy and diplomacy, whether in-person, via email or telephone.

Qualifications

• Minimum of 5 years’ supervisory experience in a professional services firm.
• Previous experience working in a law firm environment including exposure to general administrative and human resources functions.
• Bilingual proficiency in English/Spanish.
• Experience developing administrative processes to improve effectiveness of day-to-day operations.
• Bachelor’s degree required, ideally in business or related field.
• Excellent written and verbal communication skills and a demonstrated ability to work effectively with colleagues at all levels.
• High degree of initiative and independent judgment with excellent troubleshooting, decision making and follow-through skills.
• Manages multiple initiatives simultaneously.
• Superior organizational skills, attention to detail, and ability to multi-task in a fast-paced environment.
• Strong working knowledge of Microsoft Office Suite and technical acumen to become proficient in new applications quickly.
• Exceptional interpersonal skills necessary in order to communicate, follow written and/or oral instructions, provide information, and maintain effective relationships with all personnel, clients and vendors.
• Communicates with professionalism, courtesy and diplomacy, whether in-person, via email or telephone.