Kennedys, recently ranked as a Leading Firm in The Legal 500 US 2021, the guide to outstanding firms and lawyers across the United States, seeks an Office Manager to join its Philadelphia office. The ideal candidate will also oversee the Wilmington, Delaware office. The successful Office Manager will assume responsibility for the smooth and efficient running of the office, provide administrative support to attorneys and will oversee the management of legal assistants and certain Business Services personnel.

Team

Kennedys' Facilities team ensures that the firm's offices are maintained and consistently delivered to a high standard. The team drives the continuous improvement of all aspects of Kennedys facilities management and property portfolio globally.

The Facilities team provides strategic support on projects with suppliers and budget management, as well as Front of House services, and ensures the firm operates the Health & Safety policy and acts in accordance with Health and Safety regulations. The Facilities team has a presence in all Kennedys offices.

Key Responsibilities

• Work with Business Services Managers to ensure smooth and efficient office operations.
• In conjunction with the Operations Manager, oversee the management of the firm's Facilities functions, including reception, building maintenance, photocopy/facsimile/scanning services, open and closing of files, cell phone purchase/contracts, supply acquisition, and mail delivery services.
• Manage the day-to-day operations of the office. Where applicable, this responsibility is performed in conjunction with, and supervised by, the firm's Operations Manager.
• In conjunction with the HR Manager, coordinate the recruitment, training, attendance, payroll, and performance management of legal assistants and certain Business Services personnel.
• Oversee on-boarding of all office personnel, including attorneys. This includes, but is not limited to, induction, office tours, training oversight, office/work station assignment, and supply/equipment appropriation.
• Alert HR Manager of performance issues relating to legal assistants and certain Business Services personnel.
• Plan and coordinate office socials that foster the establishment and maintenance of strong office relationships and encourage employee retention.
• Oversee hospitality responsibilities for office, utilizing Facilities personnel as appropriate.
• Embrace new technologies and pilot new processes to increase office productivity and efficiency.
• Assists with the development and facilitation of professional development training programs for staff.
• Provide support for firm and office initiatives, including, but not limited to, Business Development, Corporate and Social Responsibility (CSR) and Continuing Legal Education (CLE).
• Create presentations and other management-level reports.

Required experience

• High level of IT literacy, proficiency in Word, Excel and Outlook
• Strong oral and written communication skills - with strong attention to detail
• Excellent organizational skills and ability to juggle multiple activities
• Proactive with ability to work on own initiative
• Flexibility and ability to manage change
• Must have proven superior people management skills
• Ability to analyze and revise operating practices to improve efficiencies

About Kennedys

Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,400 people worldwide across 43 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.

Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.

We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.

What do we have to offer?

We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.

Our culture and values form a big part of who we are and we take them seriously. We make a difference by being approachable, straightforward, supportive and distinctive. Our values are at the core of who we are and what make us a great firm to work with and for.

We develop careers in an innovative and collaborative global environment, with our values at the core. We believe that supporting individual growth and development puts us in the best position to attract and retain talented individuals. Regardless of role or level, everyone has access to virtual learning to help you develop your skills, wherever you are in the world. A variety of other exciting opportunities are available including secondments to clients and our global offices as well as a comprehensive benefits package (details are available upon request).

We've created a culture based on client service, professional excellence, hard work and trust. We deeply value the relationships we build with our clients and we know that they value our warm, friendly human approach. We are here to provide answers, recommendations, strategy and tactics.

Kennedys is an equal opportunities employer and is committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection and Quality Management, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested.