Manager, Office Services

Weil Gotshal & Manges•San Francisco, CA

2d•Hybrid

About The Position

The Manager, Office Services oversees the day-to-day operations, hospitality, and administrative infrastructure of the San Francisco office. This high-ownership, hands-on role ensures efficient office operations and a consistently exceptional office experience. Responsibilities include maintaining and improving administrative programs and procedures; overseeing reception and the visitor experience; maintaining office appearance and hospitality readiness; managing internal events and office calendars; leading vendor, contract, and facilities/service management; managing budgets and performance expectations; maintaining records and inventory; and overseeing business continuity and emergency preparedness activities.

Requirements

5+ years of related experience in managing the facilities and service departments supporting a law office or other professional service firm.
Able to work in office Monday to Thursday from 9AM to 5PM.
Most Fridays are WFH.
On occasions weekends during renovations are required.
Ability to recognize, evaluate, and communicate performance issues and evaluations with direct reports.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Interpersonal skills necessary to communicate with a diverse group of attorneys, staff and clients and provide information with ordinary courtesy and tact while safeguarding confidentiality.
Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
Able to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.
Ability to retrieve and distribute files, written documents or office supplies weighing up to 12 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.

Responsibilities

Support and improve San Francisco office administrative operations by developing and implementing systems, policies, procedures, and service enhancements in partnership with the Director of Administration.
Leverage AI, automation, and modern tools to streamline workflows and efficiency.
Oversee reception and visitor experience: keep the Visitor Guide current, ensure hospitality procedures are functional, collect feedback, partner with the receptionist to address issues and improve efficiency; and provide backup coverage for reception and attorney support assistants.
Maintain office appearance and hospitality readiness with the receptionist (e.g., kitchen upkeep, dishwasher, copy room and restocking beverages/snacks and supplies), ensuring a professional environment.
Manage office calendars; maintain working knowledge of office/building technology and procedures supporting Records, Reception, Hospitality, and Mailroom; coordinate committee meetings and minutes; support public relations/confidentiality; maintain professional development; and perform other assigned duties.
Support office moves, renovation, and other special projects.
Manage space planning, keeping floorplans up to date and coordinate moves/adds/changes.
Plan and manage office events within budget (meetings, outings, offsite parties, and internal events), balancing vendors, budgets, deadlines, and assist with business development event logistics as needed.
Develop and manage the office operating budget; monitor spending, identify savings opportunities, and provide data-informed recommendations.
Manage vendor relationships and contracts: maintain agreements, lead RFPs through execution when contracts are expiring, and partner with vendors, NY Procurement, and the SV/SF Regional Office Administrator to secure competitive pricing.
Lead and manage supervised departments, including performance management, productivity/communication with direct reports, departmental budgets, and facilities/service requests with building management and outside vendors, taking ownership of follow-through and service quality without needing detailed direction.
Manage business continuity and emergency preparedness: maintain the SFO BCP, coordinate semi-annual drills, oversee the Emergency Response Team (quarterly meetings, staffing of floor roles), and ensure CPR certifications and training are current, organized, and completed within required timelines.
Oversee inventory and records: track non-IS equipment, furniture, and supplies; coordinate off-site storage and file/box retrieval; and support client file setup, organization, indexing, cataloging, and on-site/off-site storage.
Any additional responsibilities as required by management.