Office Manager

About Eleven Recruiting

We are a specialized technology staffing agency supporting professional and financial services companies. Why do we stand out in technology staffing? We listen and act as advisors for our candidates on how they can best add value, find interesting projects, and pave a path for career advancement. We advocate for best pay, diversity in tech, and best job-fit for every candidate we place.

Our client, a national law firm, is seeking an experienced Office Manager to join their team in San Francisco, CA!

The Office Manageris primarily responsible for the day-to-day operations of the office, including management of designated professionals, ensuring administrative coverage is maintained relative to the needs of the office, and facilities management. This role partners across all support areas to address office-related issues and events.

Responsibilities:

• Hires, trains, manages, develops, evaluates, and performance manages professionals in reception, secretarial assistance, administrative assistance, office services, and hospitality.
• Oversees outsource vendor relationship, ensuring contracted services meet the firm's expectations and contracts.
• Optimizes planning and utilization of office resources to efficiently and effectively meet office needs.
• Monitors attendance, hybrid schedules, vacations, and other absences from the office and approves timecards. Identifies and documents performance issues and provides feedback.
• Coordinates legal support assignments and ensures adequate support coverage for the office.
• Assesses training needs and works with appropriate subject matter experts to develop learning opportunities.
• Conducts regularly scheduled team meetings to discuss firm updates and to field questions from the employees relative to concerns, events, and other office-related issues.

Facilities Management

• Plans and arranges office maintenance needs, proactively and economically.
• Tracks and replaces office supplies as necessary to avoid interruptions.
• Manages vendor relationships.
• Arranges, schedules, attends, participates in, and/or facilitates all in-office meetings, conferences, and events as requested.
• Manages and addresses building issues including; security and safety and training in emergency procedures.
• In collaboration with management, acts as a liaison between the firm and the landlord regarding any facilities projects, maintenance requests, or issues.
• Ensures that the office is maintained in good condition, and that all internal and external services supporting the office are functioning effectively. This includes the appearance and functionality of the lobby, conference rooms, occupied and unoccupied offices, break rooms and other common areas.
• Coordinates moves within the office, and works with management to identify required purchases for furniture and other related items.

Office Operations

• In collaboration with Governance, ensures the proper disposition of client files from creation to final storage; plays an integral role in client file acceptance and releases as per the onboarding and departure policies.
• Provides updates for office business continuity disaster recovery plan as needed and ensures emergency notification system contact information is current.
• Coordinates with Information Technology department to identify IT needs and helps to ensure that all attorneys and professionals have access to the firm's IT hardware and software tools.
• Communicates and consistently reinforces all Firm policies and procedures.
• Prepares and monitors the annual budget.
• Reviews and approves invoices and expenses for the office.

Lease/Construction Management

• Acts as an advisor to firm leadership in space planning and design for the office.
• Acts as liaison to the office as the firm considers lease options, possible relocations and/or major renovations.
• Provides oversight to renovations, construction projects and relocations.
• Acts as project manager for office-related projects, including construction projects, or oversees external project manager.
• Acts as the primary contact for sublease tenant, including managing the lease, resolving issues and acting as a conduit between the firm/building and the subtenant when needed.
• Other duties as assigned.

Qualifications:

• High School Diploma or GED Required; Bachelor's degree in a related field preferred.
• Minimum 7 years' office management experience in a professional services environment, preferably in a Class A rated office building.
• Significant experience in a law firm preferred.
• Strong Microsoft Excel, Word and PowerPoint skills with ability to learn and use other programs as necessary.
• Ability to proactively review processes and resolve issues to maintain superior customer service.
• Ability to effectively manage office support team members to create a cohesive response to firm and client needs.
• Ability to effectively handle confidential or sensitive information.
• Strong verbal and written communication skills and the ability to develop partnerships with all levels of the organization, external groups and vendors; ability to influence as a trusted advisor.
• Ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results as well as produce accurate work while meeting time-sensitive deadlines.
• Ability to create and manage operational budgets and projects.
• Ability to analyze data, plan, organize and coordinate a wide range of issues and situations, tracking projects, assignments and reports.
• Ability to maintain a high level of professionalism and composure in challenging circumstances.

#LI-Onsite
Location: San Francisco, CA
Seniority Level: Mid-Senior Level
Employment Type: Fulltime
Salary: $120,000 - $170,000