Office Administrator (San Francisco)

Fenwick & West•San Francisco, CA

3d•$147,200 - $209,300•Onsite

About The Position

Fenwick & West is seeking an Office Administrator for its San Francisco office. This full-time, exempt role is responsible for the office’s day-to-day operations and administrative functions, working collaboratively with office partners, direct reports, and key personnel across the firm to provide customer service and administrative support. The position is highly visible and partners with key personnel on general office operations, facilities, office services, and administrative staff management. It requires 100% onsite presence. The Office Administrator leads and develops office teams, supports an effective in-office experience, coordinates legal practice and executive assistant workflows, and oversees office operations, facilities, vendors, budgets, safety, security, and events. The role also manages office assignment and access information, maintains operational procedures and systems, and collaborates with firm leadership and other departments to improve service delivery. The role reports to the Senior Director of Facilities and Operations and the Senior Director of Administrative Services. Candidates must have a bachelor’s degree and at least eight years of office management experience, including facilities or office services experience in a law firm or professional services firm. The anticipated salary range is $147,200–$209,300. A discretionary performance-based bonus may be available to eligible employees. Benefits for eligible employees include healthcare, life insurance, health savings accounts, flexible spending accounts, and wellbeing benefits. Actual salary may depend on qualifications, relevant experience, education, certifications or licenses, and location.

Requirements

Bachelor’s degree required.
At least eight years of office management experience, including facilities or office services experience in a law firm or professional services firm.
Professional presence and good judgment.
Client-service focus and excellent leadership skills.
Self-starter who is proactive and resourceful.
Exceptional time-management skills.
Ability to think strategically and innovatively.
Ability to prioritize and manage multiple tasks with minimal oversight in a fast-paced, high-pressure environment.
Strong analytical skills.
Professional, friendly, and service-oriented demeanor.
Ability to maintain absolute confidentiality.
Exceptional customer-service skills and ability to handle complicated matters or complaints calmly, courteously, and diplomatically.
Experience with team building and conflict resolution.
Ability to mentor, supervise, lead, motivate, and train staff effectively.
Proficiency in MS Office, including Excel, Word, Outlook, and PowerPoint, Adobe Acrobat, and other applications.
Excellent written, verbal, and organizational skills.
High attention to detail and quality control.
Ability to work 100% onsite in the San Francisco office.

Responsibilities

Provide team members with regular feedback, guidance, performance evaluations, career-development conversations, and appropriate training.
Set and consistently apply standards for performance, conduct, work schedules, and in-office presence; address performance or conduct issues and coordinate with HR as appropriate.
Keep senior directors and/or the HR business partner informed of significant issues, risks, and changes, including context and recommended next steps.
Build an inclusive, collaborative team culture; monitor workload, engagement, and morale; recognize contributions; and model firm values and cross-functional collaboration.
Encourage team members to explore and adopt AI tools and other innovative approaches that improve efficiency and service.
Lead and participate in Office Committee meetings and weekly team meetings, including best-practice sharing, training, cross-training, and mentoring.
Develop initiatives that strengthen office culture and in-person connection and collaboration for attorneys, staff, and visitors.
Collaborate with the OA cohort and other managers on special projects; respond to local office inquiries and work with IT on office needs.
Coordinate in-office onboarding for attorneys and staff, including the transfer and delivery of new attorneys’ items from previous firms.
Manage day-to-day corporate executive assistant operations and workflow; pair assistants with attorneys as needed under Practice Management guidelines and maintain current assignment pairing lists in Workday.
Collaborate with Firm Administrative, Business Center, and Practice Management leadership to support attorneys; regularly consult with attorneys about support needs.
Recommend training and mentoring initiatives, approve overtime and timesheets, monitor in-office activity, and coordinate attendance compliance with relevant managers.
Integrate newly hired executive assistants into the office.
Serve as the primary contact with the building landlord and property management for maintenance, security, and emergency preparedness, consistent with firmwide standards.
Oversee facilities, office services, reception, on-site vendors, office moves, workspace setup, supplies, pantries, kitchen equipment, and office cleanliness, functionality, safety, and legal compliance.
Manage the office budget for food and beverage, catering, kitchen supplies, equipment, and services; process invoices and obtain approval for unbudgeted expenses.
Resolve office-space, building, emergency-procedure, and construction-project issues.
Approve daily reports, overtime, and leave for administrative, facilities, and office services staff.
Plan and execute internal office events and partner with Marketing on client events, including conference-room setup, catering, and décor.
Develop and document streamlined procedures and train staff on them; maintain working knowledge of Workday, EMS, and Maptician; audit EMS conference-room bookings and train staff.
Attend relevant seminars and training to strengthen leadership skills and meet monthly with Partners and Office Leadership to discuss service-delivery and office-support improvements.
Maintain office assignment information in Workday; field furniture requests and partner with the Senior Director on procurement as needed.
Conduct monthly office walk-throughs and prepare recommendations for repairs, cleaning, and building maintenance in common areas.
Manage ergonomic evaluations in coordination with Safety staff and coordinate training and supplies with the firmwide Safety and Security manager.
Oversee guest building-key-card stock and produce access cards, including photos, for new employees; manage the Brivo card-key and entry-access program.
Assist with other projects as needed.