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Seyfarth Shaw LLP

Office Supervisor

Miami, FL · On-site

Open, sort, and distribute incoming mail and overnight deliveries; assist with outgoing packages ... printer toner, and coordinating printer repair with a third party vendor * Assist with other ...

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Office Supervisor

Office Supervisor

Seyfarth Shaw LLP

Miami, FL • On-site

Full-time

Posted 4 days ago

Job description

Why Seyfarth
At Seyfarth, we understand that great people are the key to our success, and we provide the opportunities to match. If you join us, you'll work with state-of-the-art technology in a friendly and professional environment, and we will continue to invest in your professional development. If you want the freedom to grow at a firm that is invested in your future, keep reading.
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. The OS will initially perform administrative tasks and provide general support for the office in the areas of reception, conference center, office services, IT, and facilities, as well as supervise and develop the support staff. Extensive software skills are required, as well as strong communication and organization skills. Maintaining high levels of professionalism and taking appropriate initiative are also critical to this role.
The Day-To-Day
  • 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.
  • Coordinate, track, and resolve 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.
  • Scan and deliver daily checks-on-demand.
  • 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.
  • Provide general support of hardware to include assisting with replacing keyboards, mice, laptops, and desktops.
  • 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.

You Have
  • 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.

What We Provide
Seyfarth provides competitive salary and benefits at all levels, and our culture embraces the entrepreneurial spirit of its professionals like no other firm. Our professional staff are a collaborative team, helping to define the unique client experience offered by the firm. We understand that it takes more than attorneys to build a successful legal practice; everyone participates in our commitment to excellence.
More About Seyfarth
With approximately 1,000 lawyers across 17 offices, Seyfarth Shaw LLP provides advisory, litigation, and transactional legal services to clients worldwide. Learn more about The Seyfarth Experience at www.seyfarth.com/careers/.
Seyfarth Shaw is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, change of sex or transgender status, genetic information or any other basis protected by federal, state or local law.
If you would like more information about your EEO rights as an applicant under the law, please click EEO is the LAW and the Supplement poster through the following link: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
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  • 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.

  • 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.
  • Coordinate, track, and resolve 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.
  • Scan and deliver daily checks-on-demand.
  • 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.
  • Provide general support of hardware to include assisting with replacing keyboards, mice, laptops, and desktops.
  • 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.

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