Office Supervisor

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone’s Northern California expansion into San Francisco enhances our ability to serve technology-driven companies, investment managers, and financial services clients nationwide. Building on Haynes and Boone’s reputation as a go-to firm in the tech sector, the office provides a full range of corporate, labor and employment, litigation, and intellectual property services. In our Precision Medicine and Digital Health Practice Group, our lawyers counsel companies positioned in the convergence of the life/medical sciences and technology industries on how to successfully navigate the complexities of the intellectual property, data rights and regulatory challenges they encounter. Our office, which is located just off the waterfront in San Francisco’s South Financial District, provides uncompromised client service for tech companies, entrepreneurs, and venture capitalists. Our lawyers are recognized by publications such as Northern California Super Lawyers Rising Star (Thomson Reuters), and The Legal 500 U.S. (Legalese Ltd.). We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
 

Salary Range:

The expected salary range for this position is $70,000.00-$80,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.

This exempt employee will be hands on and take an active role in the supervision of the office staff members. Specifically, the Office Supervisor is responsible for the administrative and talent management activities of the office; for establishing and maintaining ongoing communication with the other departments and the office administrator. Coordinate or provide support to the attorneys in their practice area. This position requires an individual with some knowledge of accounting, human resources, information systems, and facilities management. Related duties include, assisting with business development activities, and professional recruiting as needed.

Finance and Accounting:

• Assists the Office Administrator in preparing annual expense budget for the office.

• Processes and approves, if applicable, all operational office invoices, checks, check requests, and reimbursement requests before processing in Chrome River.

• Assists Office Administrator with reconciliation of expense transactions on the monthly budget report.

• Reviews and submits staff time entries.

Records and Conflicts:

• Serves as the liaison to the Records and Conflicts department.

• Maintains quality control of client records, both in-office and off-site, for the office under the direction of the Records department.

    
Human Resources:

• Works under the direction of Human Resources and the Office Administrator on all employee matters.

• Identifies staff requirements of the office with the assistance of the Office Administrator and submits to the HR Director for approval; Recruits, hires, onboards, integrates, and develops/trains staff members.

• Participates in employment terminations, as appropriate with the approval of the Director of Human Resources.

• Administers policies and procedures of the Firm to support staff.

• Assists the Office Administrator with combining the feedback from review participants and self-evaluations to prepare a balanced staff performance review annually; Conducts connect meetings with individual staff members and attorney feedback sessions regularly; Conducts quarterly staff meetings.

• Maintains staff attendance records and maintains confidential staff personnel records.

• Evaluates and coordinates workflow within the office, adjusting when necessary.

• Monitors over-time usage and obtains the appropriate approvals prior to the staff member working the time.

• Prepares for and attends monthly connect meetings with the Office Administrator.

• Attends HR/OA/OS meetings and provides relevant knowledge and interaction regarding the subject matter.

• Reviews, follows and stays abreast of all policies and procedures in the Employee Handbook.

• Reviews and communicates the firm benefits to staff members and potential candidates.

• Writes articles regarding the office to submit to the editor of the firm newsletter.

• Provides appropriate feedback to the Benefits department regarding any benefits needs or feedback from office participants.

• Responds to inquiries by attorneys and staff in the offices as well as other departments in the firm.

• Seeks knowledge of the local market and proactively shares information with the Human Resource/Benefits departments. 

• Manages by active engagement (i.e., walking around office regularly) and monitors secretarial and other staff member ratios.

• Assists staff members with work tasks as needed.

Information Technology:

• Works with the Technology department as needed.

• Learns and maintains knowledge of Firm’s office technology and procedures.

• Assists the IT department in scheduling training of attorneys/staff in use of Firm’s technology in the designated office.

Administrative Services:

• Coordinates with the Administrative Services department.

• Manages the administrative services utilized in the office including reprographics equipment, mail processing, office supplies, messenger services, phone systems, and vendor relations.

• Coordinates arrangements for office functions, clients, and firm-related meetings.

• Coordinates all physical movement of people and furniture in the office; Serves as on-site coordinator during construction projects.

• Ensures proper maintenance, appearance, cleanliness, and security of the office.

• Maintains vendor and internal relationships with administrative services and facilities; Maintains ongoing relation s with building management.

General:

• Assists attorneys in business development, diversity, and attorney development activities as applicable under the direction of Business Development.

• Coordinates and executes special yearly activities for the office including United Way, blood drives, flu shot, annual staff event, seminars, and holiday charity events; Send appropriate gifts for bereavement, births, weddings, etc. staying within the firm spending limits and approvals.

• Performs other related duties as needed or assigned.

    
Reporting Relationship:

The Office Supervisor reports directly to the Administrative Partner of the office and the Office Administrator.

Subordinate staff:  Office staff members

Qualifications:

Knowledge

The Office Supervisor should have some familiarity with at least two of the following areas: general management processes, knowledge of basic accounting procedures, human resources management, facilities management, law firm technology and automation systems, and law firm business development practices.  Should possess the ability to manage a multitude of tasks simultaneously.  This employee should understand how to interact with a variety of individuals at all levels, both within and outside the firm.  This employee should be able to work independently and as part of team.

Skills

The Office Supervisor must possess the ability to communicate effectively, both verbally and in writing.  Position requires flexibility, creativity, organizational ability, sensitivity to the needs of the diverse staff, follow though, and excellent listening skills.  The individual must have effective leadership skills, and multi-task in a fast-paced environment.  This employee should have familiarity with equipment used in the law Firm environment.  Strong computer proficiency is necessary, with familiarity with an HR Information Systems (preferably Workday), Microsoft Word, Excel, and PowerPoint.  The Office Supervisor must assist staff members in the office with tasks as needed.  

Experience

The Office Supervisor should have supervisory experience, preferably in a law Firm or other professional services organization.  Bachelor’s degree in human resources management or business administration is preferred or equivalent work experience.  Experience managing a multitude of tasks simultaneously. Two or more years of law firm or professional services supervisory experience.

Physical Demands:

While performing the duties of this job, the individual must be able to move around the office up to 40% of the time; Remains stationary at least 60% of the time.   The employee regularly communicates and exchanges information with the firm attorneys and staff.  The individual must be able to inspect and observe information on a computer screen at least 60% of the time.

Working Conditions:

Office environment; some travel may be required (minimal).