At MoFo, we couldn’t write our own success story without yours. Ready to write your story?
Join MoFo as an Administrative Manager, Legal Document Services on our Legal Document Services team!
This role can be based in San Francisco, Palo Alto, Los Angeles, San Diego, Denver, Austin, Boston, New York or Washington, D.C.
https://www.mofo.com/offices
ABOUT THE ROLE
The Administrative Manager of Legal Document Services will oversee the outsourced LDS vendor relationship, and manage Firm proofreaders as well as the operations of the Firmwide 24/7 document support team, including coordination with our Tokyo-based LDS team. This role will actively engage our internal clients to ensure that we are meeting their current and future document support needs.
ESSENTIAL FUNCTIONS
- Direct the global document services department, ensuring staff is consistently operating at a high level and at peak performance.
- Oversee the outsourced staff; collaborate with vendor representatives to ensure that service levels meet the terms defined in the contracts.
- Coordinate with Legal Secretarial and Paralegal leadership to ensure that our internal clients understand each function and how to appropriately access their respective support.
- Use data to actively promote our support offerings to our internal clients across the Firm with a goal of growing the number of users.
- Monitor the collection of metrics used to analyze and report on document production and proofreading staffing, utilization, efficiencies, and effectiveness.
- Lead and manage multi-layered global projects from inception to implementation.
- Act as a change manager to drive firm initiatives; develop and implement changes to department policies and procedures as needed.
- Collaborate with firm resources to plan solutions and to oversee the design and implementation of client-facing technical or process solutions.
- Partner with outsourced LDS vendor and our Tokyo-based team re: management of workflow to ensure effective prioritization of requests, and timely completion of accurate work product.
- Recommend and implement training on new software, procedures, and processes.
- Partner with Human Resources on staff recruiting, onboarding, new hire orientation, mentoring, and coaching.
- Manage firm/vendor relationship including service levels and invoice approvals.
- Assist with budget preparation and management; exercise cost control.
- Analyze data and make recommendations for adjustments/changes to the department’s support model and structure to maintain optimal support for firm clients.
- Coordinate cohesive 24/7 attorney support between all firm staff and the LDS department.
- Develop and maintain performance measurement standards, and apply those standards to the performance management of the Firm staff proofreaders.
Team Management
- Ensure that staff is knowledgeable and trained on professional and technical matters. Provide supportive coaching and mentoring to team members; set achievable, challenging team goals; develop skills of team members to ensure achievement of client service priorities. Ensure team is structured effectively to meet client service objectives in a 24/7 environment.
- Promote consistency and fairness; maintain open door policy and facilitate open dialog, including conducting regularly scheduled team and 1:1 meetings. Ensure Firm policies and practices are followed within team. Prepare timely, substantive, and strategically aligned performance evaluations. Identify and timely address employee relations and performance concerns within team; collaborate with Human Resources and management to support effective and appropriate resolution. Participate in recruiting for the department, including drafting position descriptions.
Administrative Management
- Review and approve PTO requests for staff, ensuring that the work volume is appropriately managed.
- Approve staff timesheets on a weekly basis.
- Collaborate with other department managers to ensure that all shifts are operating seamlessly to meet the needs of our clients.
- Monitor vendor staff and budget; address issues with vendor representatives.
- Uphold and enforce departmental standards and procedures.
ABOUT YOU
- Bachelor’s degree preferred; minimum 7 years of related word processing/proofreading and workflow management and supervisory experience in a mid-size to large law firm, or equivalent education and relevant administrative/coordination experience in a professional services firm strongly preferred.
- Advanced document production skills in Word, Excel, PowerPoint, and Outlook required. Certifications in Word, Excel, PowerPoint and Outlook preferred.
- Highly effective communications skills: ability to communicate credibly and diplomatically with all levels in an organization and build effective internal and external client relationships.
- Strong team management and team player skills and ability to work collaboratively with diverse individuals at all levels of the Firm.
- Strong sense of accountability, taking ownership over projects and responsibilities and resolving issues proactively.
- Excellent writing skills; ability to present complex ideas succinctly and clearly.
ABOUT MOFO
At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.
ABOUT OUR BENEFITS
MoFo offers a comprehensive benefits package starting on your first day.
- A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
- Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
- Global wellness program, including free access to Talkspace and Calm apps.
- Annual community service day to make an impact on your community and a birthday holiday just for fun.
- Education reimbursement annually.
- Dedicated Talent Development team.
- Competitive annual profit-sharing contribution.
Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant's skills and prior relevant experience; and certain degrees, licensing, and certifications.
San Francisco and New York Salary Range: $140K-165K
Los Angeles, San Diego and Washington D.C. Salary Range: $130K-$155K
Denver and Austin Salary Range: $120K-$145K
