Administrative Operations Coordinator - Akin Gump : Job Details

Location: Philadelphia Schedule: 8:30 AM to 5:0 PM FLSA: Exempt Position Type: Full-Time/Regular Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Administrative Operations Coordinator ( Coordinator ), working under the direct supervision of the Office Administrator and the Sr. Director of Operations - U.S.. The role will reside in the Philadelphia office and will be responsible for providing oversight to the day-to-day operations of the Philadelphia office. This includes the oversight for office services, conference services, and reception. The Administrative Operations Coordinator will also assist the Sr. Director of Operations - U.S. with cost management support and analytical and administrative tasks related to the firm's real estate portfolio and general operations projects. The Coordinator is expected to be a positive role model, a mentor, and to deliver superior service to attorneys, advisors, and staff. Additionally, the role supports efficient departmental operations, encourages teamwork, and fosters continuous improvement. All responsibilities must be carried out in a manner consistent with the Firm's Core Values. Key responsibilities of this position include: Day-to-Day Office Oversight:

• Oversee office operations, ensuring reception, conference services, and office staff function efficiently and effectively to meet firm-wide standards and support legal practices.
• Address operational issues as they arise, resolving them promptly.
• Preparation of project and office-related communications, letters, memos, and project updates.
• Coordinate staff coverage for absences and compile the Weekly Coverage Report.
• Collaborate, as needed, with the Secretarial Manager(s) or Supervisor(s) to ensure adequate secretarial coverage for lawyers, as well as visiting lawyers.
• Manage office space including maintenance of furnishings and equipment, working with property managers and vendors to address concerns.
• Process expense reports, invoices and check requests, ensuring adherence to firm policies.
• Partner with Office Administrator on office assignments, in-office moves and maintain Eptura space management system for Philadelphia.
• Assist in planning office events such as office holiday parties, employee relations activities, client events, recruitment, DE&I and other training programs.
• Troubleshoot and resolve issues or escalate as needed to the Office Administrator or Sr. Director of Operations - U.S.
• Act as the initial point of contact for employee relations matters within assigned business services personnel, collaborating with HR on any concerns.
• Mentor and assist in the development of staff, setting performance expectations and addressing areas for improvement.
• Participate in the performance review process for assigned staff.
• Approve and monitor staff timecards and leave requests.
• Maintain a professional demeanor, contributing to positive conflict resolution and effective teamwork.

General Operations Support:

• Maintain LeaseHarbor database, calendar dates and send relevant reminders on lease related issues to stakeholders.
• Ensure timely preparation and payment of subtenant invoices by subtenants, following up as needed.
• Maintain rent schedules, updating operating expense and real estate tax information annually.
• Cost review and analysis.
• Review monthly and year end variance budget reports for miscodes and variance concerns.
• Assist with preparation of operations and project communications.
• Research new software platforms for firm consideration.
• Monitor expiring contracts to ensure timely renewals or cancelations by contract owner.
• Document management for all critical contracts, leases and other administrative operations records.
• Provide project and administrative support to the Sr. Director of Operations.
• Assist with meeting coordination, scheduling, agenda preparation, attend meetings and compile meeting notes, schedule reminders and follow up, as needed.

Office Operations Responsibilities:

• Ensure conference rooms are appropriately set up with supplies, audio-visual equipment and food services, in collaboration with IT, Reception and Conference Services teams.
• Ensure conference services team delivers food services in a timely, hygienic, and cost-effective manner, and appropriately maintains catering and coffee areas.
• Provide guidance to the team on best practices within food service industry and firm standards.
• Work with Office Administrator on budgeting and expense tracking.
• Provide back-up to or delegate Reception desk coverage when necessary to include EMS bookings.
• Oversee the maintenance, repair, and purchase of office equipment in coordination with the Office Administrator and Operations Assistant.
• Work with the Office Administrator and Operations Assistant to manage supply inventory and vendor selection, ensuring cost-effective purchases and excellent inventory control.
• Ensure all departmental forms and logs are completed accurately.
• Ensure a neat and orderly office environment is maintained.
• Work collaboratively with other departments to provide necessary services to attorneys and clients.
• Participate in professional development activities to enhance skills and service delivery.
• Other tasks as assigned and requested by the Office Administrator or Sr. Director of Operations - U.S.

Qualifications (Experience, Knowledge, Skills & Abilities):

• Four-year college degree
• Minimum of 2 years of supervisory or management experience in a professional services environment preferred
• Typing proficiency of at least 60 words per minute with accuracy
• Thorough knowledge of MS Office applications including mastery of WORD, Excel, PowerPoint and Outlook
• Strong knowledge of office procedures related to conference services, office services, facilities, and event management
• Excellent supervisory skills and the ability to serve as a role model
• Basic knowledge of HR policies and legal requirements
• Excellent judgment, common sense, and decision-making skills
• Strong organizational, time management, analytical, and problem-solving skills
• Superior written and oral communication skills, including grammar, spelling, and punctuation
• Record-keeping proficiency and thorough knowledge of the firm's email and document management systems
• Competence in using office equipment such as computers, printers, copy machines, and telephones
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment
• Strong team player with the ability to build effective working relationships across the firm and with external clients and vendors
• Mathematical skills including addition, subtraction, multiplication, division, and percentages
• Strong service orientation and commitment to confidentiality
• Dedication to professional growth and alignment with the firm's Core Values

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