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Atlanta Office Manager

Atlanta

We are seeking candidates for a full-time (40 hours per week) Office Manager position located in our Atlanta office.  The location of our office is in the Buckhead area. 

This position will have overall supervisory responsibility for the day-to-day operations of the office which includes, but is not limited to: secretarial services, purchasing of goods and services, office budget management, invoicing and bill monitoring, mail and messenger services, reception and hospitality services, housekeeping and maintenance and office space allocation.  Specific responsibilities include the following:

  • Identify personnel/staff needs, manage the recruiting process for administrative staff, and orients new hires to other employees, firm systems, benefits and policies
  • In conjunction with the Chief Facilities & Office Operations Officer, recommend merit increases and bonuses for administrative staff, conduct performance evaluations, documents and discipline staff with review by the appropriate individuals within the Firm.
  • Assign and coordinate staff workload to ensure it is equitably assigned, reassigns work when necessary and determines work priorities.
  • Serve as a liaison to the Human Resources department in identifying/reporting FMLA, work related injuries, Georgia labor law compliance, and safety issues in the office.
  • Manage the relationship with vendors and timely delivery of supplies and preprinted office forms.  Review and approve all extraordinary or non-routine expenditures with the Chief Facilities & Office Operations Officer.
  • Enforce office-specific policies and procedures (i.e., dress code, secretarial coverage protocol, absence reporting procedure, etc.).
  • In conjunction with the Chief Facilities & Office Operations Officer, prepare, review, and manage the office budgets as they relate to office operating expenses, capital expenditures, projects, and support staff compensation.
  • In conjunction with the Firmwide accounting department, assist with the management of the office finance, deposits, requisitions, trust accounts, petty cash, and all related matters as associated with these functions.
  • Responsible for the day-to-day operations of the office as it relates to the maintenance and repair of the office space and special loading dock deliveries.  Develop and maintain good working relationship with building landlord and maintenance department.
  • Assist with the implementation of change management initiatives and improved processes, including, but not limited to the development of training related to the business and operational practices of the firm resulting in consistent Firmwide messaging and proactive problem resolution.
  • Optimize the physical and cultural working environment by aligning office cultures and communications to improve the office productivity and performance of the office to enable the lawyers and staff to thrive and achieve the firm’s business objectives.
  • Coordinate and support office social functions and receptions.

Qualified candidates will possess a minimum of 5 year of experience managing operational departments as well as non-exempt and exempt staff in a professional services firm. Include law firm experience is desired.  Also, successful experience managing a diverse population.

Applicants will have the ability to identify and analyze complex issues and problems in management areas and recommend/implement solutions.  In addition, they should have the ability to manage office functions economically and efficiently, organize work, establish priorities, maintain good interpersonal relations, and communicate effectively with lawyers and support staff.  This position will frequently necessitate time commitments beyond the typical 40-hour workweek, including working during the evenings and on weekends.


Legal Talent Assistant

Cleveland

We are seeking candidates for a full-time (40 hours per week) Legal Talent Assistant position located in our downtown Cleveland office. The primary function of this role will be to provide administrative assistance to the Talent Management team as it relates to Legal Recruiting.

Specific responsibilities include, but are not limited to;

  • Provide general administrative support to the Chief Talent Officer, Associate Director of Legal Talent, and Managers in the Talent Management team chiefly in regard to attorney hiring.
  • Handles all data entry tasks for the ViRecruit Applicant Tracking System and RedCarpet On-Boarding system, including updating applicant and new hire information.
  • Work in conjunction with third-party providers to oversee timely completion of candidate background checks.
  • Assist with scheduling including interviews, event speakers, and trainings.
  • Prepare candidates’ diligence documents and offer packages and collect paperwork.
  • Coordinate with other Thompson Hine personnel to create orientation schedules for new attorney hires.
  • Coordinates travel for interviewing candidates and department personnel as needed.
  • Book conference rooms and food for meetings and events.
  • Create Employment Status Publications (“ESP”s) for new attorney hires.
  • Maintain/populate all candidates’ recruiting files.
  • Conduct research for special events, projects, and programs as needed.
  • Assist with the Diversity & Inclusion, Spotlight on Women initiatives and the Professional Development program as needed.

Qualified candidates will possess an Associate’s degree or equivalent, and a minimum of 1 year of administrative support experience. Experience supporting a department or high-level professional(s) in a law firm environment is strongly preferred.

Applicants should possess an affinity for providing superb client service and error-free work. This position will require someone who is professional, even-tempered, pro-active, and has mastered both verbal and written communication skills. Must also be comfortable working under tight deadlines. Excellent computer skills, including a moderate knowledge of the Microsoft Office Suite, and the ability to adapt to new software and systems are critical to success in this role. Occasionally this position will necessitate time commitments beyond the typical 40 hours/week.


Manager of Financial Planning & Analysis

Cleveland

We are currently seeking candidates for a full-time (40 hours per week) Manager of Financial Planning & Analysis (FP&A) in our downtown Cleveland office.  This position will be responsible for supporting strategic and operational initiatives of the Firm for which analysis drives decision-making.  This position is expected to be the analytical lead on these or similar initiatives and be able to understand the needs, develop the content (analysis, metrics, presentations), present the findings, make recommendations and see the projects from start to finish.  The role has daily and monthly compliance responsibilities as well as involvement in the development and execution of strategic initiatives.  This role also supports other departments to fulfill their responsibilities.

Job duties include, but are not limited to:

  • Business Unit Planning and Performance – monitor performance of our practices and offices; prepare and/or present to leadership or groups of lawyers; participate in business planning; make observations / findings and recommendations based on findings; ongoing support and follow-up on goals set and initiatives established
  • Profitability - prepare analysis, present findings, follow-up and other activities as part of Client Profitability Initiative and Target Hours initiative
  • Mergers & Acquisitions – analyze opportunities; prepare and present analysis to firm management as needed
  • Legal Project Management – support the firm’s matter budgeting processes and work with the pricing  function where applicable
  • Sales and Marketing – provide support in sales opportunities by researching similar services previously provided, to help estimate fees to be proposed to prospects and/or clients; work with marketing on analysis of new markets or areas for legal work
  • Other initiatives – support other initiatives of the firm or departments as needed; lead the finance analytical function for these initiatives.
  • Support the Director of Strategic Finance as backup for Lateral Hire Projections and other duties as requested
  • Use finance tools to create self-service tools for other departments or management based on request or identification of needs
  • Separately provide insights, analyses or observations developed from his or her understanding of Thompson Hine and/or the legal profession; take initiative to add value to the organization outside of just the finance department.
  • Create or maintain data sources needed to generate analysis or reporting; this may be part of an initiative or in support of information needed by other departments of the firm.

Qualified candidates will have a Bachelor’s Degree in Business or Accounting, and a minimum of ten years of relative experience.  Candidates must also have experience preparing or interpreting financial statements and experience in analyzing financial trends and variances.  A CPA license or MBA is preferred. 


Professional Development Manager

Atlanta
We are seeking candidates for a full-time Professional Development Manager position in either our Atlanta office located in Buckhead or in our Washington, DC office near Dupont Circle. 
 
This individual will provide strategic direction and implementation of all firmwide attorney professional training and development programs including practice group-specific and firm-wide programming as well as mentoring and coaching programs.  The PD Manager will provide leadership, guidance and statistical reporting on best practices and trends to promote the development, engagement and retention of the firm’s lawyers.  Reporting to the Director of Legal Talent and working collaboratively with the Lawyer Personnel Committee (LPC), Associates Committee, Marketing Department and other members of the Legal Talent team, the PD manager will proactively evaluate and assess all aspects of professional development programming for lawyers as well as support the successful orientation and integration of new lawyers into the firm.  In coordination with the LPC, the PD Manager will manage all aspects of non-partner attorney performance and compensation management and provide support with performance improvement plans and attorney departures.

A leadership role in the firm, the ideal candidate will be a highly effective communicator with demonstrated strengths in building relationships and working collaboratively with others on the team and across the firm.  Candidates must be able to demonstrate a successful track record for supporting talent management priorities by: (1) displaying exceptional instincts, judgment and discretion; (2) leveraging relationships and effective processes to achieve results; and, (3) effectively navigating in a dynamic, multi-office culture where priorities shift to meet changing business needs. 

A Bachelor's degree with at least five years of professional development experience in a law firm or professional services environment is required.


Senior Legal Assistant

Atlanta

We are seeking candidates for a full-time (37.5 hours per week) Senior Legal Assistant position located in our Atlanta office.  The location of the office is in the Buckhead area.  The primary purpose of this position is to provide administrative and litigation project support and manage workflow for three or more timekeepers.

Specific responsibilities include, but are not limited to the following:

Administrative Support:

  • Drafting correspondence, memoranda, and other legal documents to be reviewed by attorney;
  • Answering telephone calls, taking messages or sending callers to voicemail system if preferred;
  • Reading, sorting, and date stamping incoming mail.  Ensuring that outgoing mail is timely delivered.  If necessary, routing mail to specific delivery service and follows up on timely delivery;
  • Establishing and maintaining calendar, contact lists, and deadline reminder systems.
  • Arranging for court reporters and/or videotape technicians;
  • Requesting new files through Business Intake and requests and follows up on conflict of interest checks with Records Department.  Maintaining attorney and general office files.  Reviewing and preparing files to be closed when matters are complete;
  • Greeting clients and visitors; maintaining good customer service with external and internal clients; observing confidentiality of attorney-client relationship;
  • Making appointments and travel arrangements for attorney(s);
  • Entering attorney time into the timekeeping system;
  • Working with Billing Department and billing attorney to review and revise billing proformas.  Assisting in finalizing bills for client mailing;
  • Working closely with administrative support staff (word processing, receptionists, Business Intake, Office Services, accounting and billing, etc.).

Project Support:

  • Reviewing case files (mostly electronic) and organize files, including placing electronic documents received from the courts and/or served by counsel into these files, and circulating copies of filings to internal and external teams; 
  • Reviewing, formatting, and filing/serving pleadings, discovery, communications, including cite checking, etc. 
  • Preparing and serving deposition notices and subpoenas;
  • Identifying documents to be used at depositions, trials, or hearing and assemble notebooks;
  • Summarizing deposition transcripts;
  • Drafting standard motions and stipulations;
  • Attending trial to take notes and handle exhibits and for all other trial support as needed;
  • Familiarity with Georgia and Federal Rules and Civil Procedure.

Qualified candidates will possess a minimum of 5 year of high-level litigation project/paralegal support.

Applicants will have should have excellent proofreading skills and accuracy, the ability to handle multiple tasks under pressure and excellent organizational skills.  Must possess interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.



Temporary Imaging Clerk

Cincinnati
We are seeking candidates for a part-time Temporary Imaging Clerk (30-40 hours per week) for a 12-week assignment, based in our downtown Cincinnati office.
 
Primary responsibilities will include, but are not limited to;
  • Prepare law firm records for imaging by removing fasteners.
  • Operate a scanner to image paper records.
  • Sort and organize law firm records.
  • Move and stage law firm records and boxes, including a need to lift, carry, push or move up to 60 pounds.
  • Pickup and retrieve files for archiving.
  • Data entry into various computer applications.
  • Other duties, as assigned.

Qualified candidate will possess a high school diploma or equivalent.  Candidates must be proficient in data entry, scanning documents, and basic computer applications. Ideal applicants will be detail-oriented and possess excellent client service and communication skills both verbal and written.  They must possess the ability to work independently but enjoy working as part of a team.  The ability to rapidly understand the fundamental aspects of the Records Department and scope of the project(s) presented is a must. Regular attendance and punctuality are mandatory.

Preference will be given to qualified candidates who are available for the entire 12-week period.