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Administrative Manager

London
Application Deadline: October 26th, 2018

Position: Administrative Manager

Reports to: COO

Scope: Firm-wide

Position Summary:

The Administrative Manager is responsible for operational activities, including assisting in the development and implementation of the firm’s short and long term business strategies necessary to support the growth and profitability of the firm.

The Administrative Manager will be located in Lerners’ London Office on a full time basis, but will be required to travel to Lerners’ Toronto Office for business purposes from time to time.

Key position responsibilities:

The Administrative Manager will:

  • Coordinate meetings such as, partnership meetings, executive committee and practice group meetings;
  • Active member of the London Premises Committee;
  • Active Certified member of the London Joint Health and Safety Committee. Assists with health and safety matters in conjunction with Human Resources.
  • Assist the Chief Operating Officer (“COO”) in developing and achieving firm objectives, including working with individual practice groups and departments;
  • Ensure the firm’s operations are conducted in accordance with established firm policies and procedures and government regulations;
  • Develop, implement and maintain administrative policies and procedures related to administrative functions such as conflict searches, file openings, retention of client and business related materials, limitation date system and client identification and verification requirements;
  • Conduct risk management audits of firm policies and procedures;
  • Analyse various operational activities, present reports and recommendations for improvements to the COO;
  • Oversee all aspects of the London Office building facilities, including monitoring the facilities to ensure facilities are in a good state of repair at all times, security, exterior grounds are well maintained and conducts space planning as required in conjunction with Human Resources. Supervises and provides guidance to the Facilities Manager.
  • Communicate with trades and obtains competitive quotes as required with respect to new projects and repairs regarding the London Office building facilities, presents recommendations to the COO for consideration and oversees new projects and repairs to completion.
  • Oversee all aspects of the various Office Services areas, supervises and provides guidance to the staff including the mailroom, reception areas, conflicts/file openings, purchasing, closed files/vault/off site storage, out of town courier services, reproduction centre and catering services.
  • Maintain annual memberships of various organizations for firm members such as LSO, CBA/OBA, Advocates’ Society;
  • Maintain business relationships with external providers of building facilities and service providers such as the MTO;
  • Complete special projects as required such as firm retreats and the expansion of office facilities;
  • Develop a broad understanding of the firm’s infrastructure including, but not limited to, the following;
  • Firm’s conflict searching system;
  • Paperless project;
  • Assist with firm’s annual budgeting process including the preparation of various budgets (i.e. capital expenses)monitoring and reporting on certain expenses during the year, compiling appropriate information for the COO;
  • Review firm quotations and invoices for office supplies, furniture, equipment, maintenance contracts, etc. as required, approve and sign cheques for office expenses and assist the accounting personnel with questionable expenses;
  • Understanding and overseeing the firm’s storage facilities;

Qualifications:

  • College degree or equivalent in business/administrative/facilities management;
  • 10 years of progressive professional services and administrative experience, preferably in a legal services environment or other professional environment;
  • Strong ability to manage people, develop effective and efficient work flows and monitor performance;
  • Strong project management and organizational skills, with the ability to manage multiple projects at the same time;
  • Strong attention to detail, ability to manage change in work processes;
  • Superior leadership and change management skills;
  • Excellent interpersonal and communication skills with the ability to nurture and maintain effective working relationships at all levels;
  • Effective problem solving and decision making skills;
  • Excellent verbal and written communication skills;

Lerners LLP is an equal opportunity employer and is committed to a diverse and inclusive workplace.

Interested candidates should submit their resume and cover letter, stating salary expectations by October 26, 2018 to:

Executive Director of Human Resources

Lerners LLP

P.O. Box 2335

London, ON   N6A 4G4

OR

careerslondon@lerners.ca

All applications are appreciated and will be retained for six months.  Only those candidates selected for an interview will be contacted.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Integrated Accessibility Standards, Ontario Regulation 191/11, accommodations are available, upon request, to support potential applicants with disabilities throughout the recruitment, assessment and selection process.  Should you require accommodation in order to fully participate in the process please contact us by emailing accessibility@lerners.ca regarding accessibility in our London Office.

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