Cooley is seeking a Director of Administration to lead the operations in its San Diego office.

Position summary: Responsible for directing various aspects of daily operations in the applicable office. Specific duties and responsibilities include, but are not limited to, the following:

Human Resources/administrative:

• Create an environment that is reflective of Cooley's culture, promoting high morale for managers and staff, and encouraging workplace productivity, efficiency, motivation and overall effectiveness
• In conjunction with central HR, set, monitor and control conditions of employment
• Working with central HR, oversee the recruitment, interviewing, hiring, orientation, training and development programs for all non-attorney staff. In offices with an Administrative Manager (who reports to this role), that manager will manage some of these day-to-day duties
• In consult with central HR, counsel and discharge employees as necessary
• Monitor employee performance, and recommend salary changes for facilities and admin staff as well as legal secretaries to central HR during annual merit increase/bonus cycle
• Monitor and regulate staff workload; maintain equitable staffing to maximize productivity and efficiency
• Monitor and manage staffing ratios to maintain reasonable levels as determined by survey/market data averages
• Monitor potential personnel problems and recommend or implement solutions in consult with central HR
• Act as office Wellness Champion for firm "B.Well" events
• Oversee office activity committees, and coordinate functions to celebrate other special events and holidays
• Interact with other departments as necessary with to ensure coordination of events taking place in the office
• Identify and implement methods to reduce cost and increase productivity in areas of responsibility
• Network and stay current on market trends with peer law firms and corporate in-house legal operation groups
• All other duties or projects as assigned by the Regional Director or Partner-in-Charge

Facilities management:

• Direct all operations of facilities, conference services/hospitality, and office services functions; coordinate necessary operations and activities with Regional Director and the Partner in Charge as appropriate. This includes but is not limited to: reception area(s), mailroom and copy centers, on site cafe (where applicable), conference services, building security, and all aspects of building maintenance, including landscaping, grounds, HVAC, electrical, plumbing, janitorial, security, life safety systems, electric vehicle chargers and cafe equipment maintenance
• Oversees the Operations Manager/Facilities Manager in coordination of building management on contractors for these services, as required. Conduct RFPs for contracted services to ensure high quality service is provided at a reasonable cost
• Direct the Operations Manager/Facilities Manager in oversight of office facilities personnel, including hiring, mentoring, performance evaluations and counseling, and participation in terminations as appropriate, with input from central HR and the Regional Director, as necessary
• Direct the Operations Manager/Facilities Manager in supervising office facilities non-employee service providers (NESPs), including onsite building engineer and outsourced managers and vendor teams such as copy and communication center teams, cafe teams and others
• Ensure catering vendors provides efficient and cost-effective food services. Conduct research and RFPs on a regular basis to ensure our catering is competitive and resourceful. Negotiate contracts and renewals together with Operations Manager/Facilities Manager and Regional Director, as needed
• Hold regular business meetings and quarterly business reviews with primary vendors
• Propose space plans and renovation in conjunction with current needs and future growth projections as determined by Regional Director, Partner in Charge, Global Chief Operations & Financial Officer and others working with project consultants as appropriate; maintain short and long-range space plans
• Together with Regional Director, oversee office assignments, space planning, and T/I and renovation projects, working with consultants, architects, contractors and property management as needed. Oversee furniture procurement projects in alignment with firm's practice and workspace strategy, and support office operations team in any procurement projects
• Possess & exhibit substantive knowledge of office leases, options, renewal dates, ROFO's, etc. Keep real estate space sheets and other applicable database information up to date at all times
• Ensure the maintenance of files on current and former leases, subleases, rent invoices and all operational expenses and capital projects and calendar all appropriate deadlines and reminders
• Oversee local staff in support and execution of firm's life safety and security processes, as well as emergency response plan
• Work with the Regional Director to evaluate, select and coordinate miscellaneous outside vendors to provide office services such as transportation, printing and messenger service

Financial management:

• Prepare and maintain annual operating and capital expense budgets, including forecast of staffing growth. Review the monthly expense account detail report for the office and prepare a description explaining variances from the annual budget
• Monitor and control expenses, implement cost recovery systems as needed and maintain established cost recovery systems
• Create and analyze budgetary reports, occupancy reports and space sheets as requested by Regional Office Director and/or Global Chief Operating & Financial Officer

General:

• Anticipate problems, develop and implement timely solutions and plan for future in consult with Regional Director and Partner in Charge.
• Provide responsive and efficient support and systems to meet attorney and client needs.
• Provide leadership and direction to office staff
• Provide responsive management support and information to Partner in Charge and Management Committee as needed
• Participate in local strategic and tactical planning for the changing needs of the office to include: cost containment, quality control, risk management and organizational development
• All other duties as assigned or required

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Ability to work extended and/or weekend hours, as required
• Bachelor's degree
• 10+ years office management experience in a comparable role with a professional services firm, preferably a law firm

Preferred:

• Previous law firm experience strongly preferred
• Employment law/HR experience helpful
• Previous lease negotiation and multi-floor office build out experience desired
• Supervisory experience

Competencies:

• Flexibility in managing change; ability to advocate for, support and help integrate new technology and new workspace concepts
• Proven ability to identify and analyze complex issues and problems in management areas, and recommend and implement solutions
• Proven managerial skills with emphasis on ownership of high quality standards and productivity
• Ability to work effectively with clients, co-workers, and others
• Ability to work unsupervised, under pressure, meet deadlines, and maintain flexibility with work assignments and schedule
• Professional demeanor a must
• Excellent written and verbal communication skills, attention to detail essential
• Ability to use initiative and to motivate staff
• Must be able to maintain confidentiality
• Time management skills essential
• Ability to handle complex and fast-paced environment
• Conflict resolution/mediation skills

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected annual pay range for this position is $205,000 - $255,000. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 25 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.

EOE