Manager, Office Services

Weil, Gotshal & Manges LLP•San Francisco, CA

18h•Hybrid

About The Position

The Manager, Office Services works closely with the Director of Administration and Managing Partner to ensure efficient day-to-day operations of the San Francisco office. This role involves 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, supervising office services staff, budgets, and performance, maintaining records and inventory, and overseeing business continuity and emergency preparedness activities. The firm invests in the training and development of its administrative staff, fostering an environment built on teamwork.

Requirements

5+ years of related experience in managing the facilities and service departments supporting a law office or other professional service firm.
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.
Able to work in office Monday to Thursday from 9AM to 5PM.
An occasionally weekend during renovations required.
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.
Bachelor's degree required.

Responsibilities

Support and improve San Francisco office administrative operations by developing and implementing systems, policies, procedures, and service enhancements in partnership with the Regional Office Administrator.
Champion the use of AI, automation, and modern tools to streamline workflows.
Maintain office appearance and hospitality readiness with the receptionist (e.g., kitchen upkeep, dishwasher, copy room and restocking beverages/snacks and supplies).
Support the Director of Administration with internal office moves, renovation projects, and other special projects as needed.
Manage space planning- keeping floorplans up to date and coordinating moves/adds/changes.
Oversee reception and visitor experience: keep the Visitor Guide current, ensure hospitality procedures are functional, collect feedback, and partner with the receptionist to address issues and improve efficiency; provide backup coverage for reception and attorney support assistants.
Plan and manage office events within budget (meetings, outings, offsite parties, and internal events) and assist with business development event logistics as needed.
Develop and manage the office operating budget; track spend, identify savings, and make data-informed recommendations.
Manage office calendars as requested (including the SFO event calendar); 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 duties as assigned.
Manage vendor relationships and contracts: keep agreements current, 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.
Maintain a relationship with the landlord and building management.
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.
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.
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.

Benefits

competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees
medical
dental
vision
disability coverage
life insurance
flexible spending plan
401K plan
generous paid time off
holidays