Workplace Experience Assistant Manager

Freshfields Bruckhaus Deringer•San Francisco, CA

2d•$100,000 - $150,000

About The Position

The Assistant Manager, Workplace Experience supports the delivery of an exceptional workplace, hospitality, and service experience for employees, clients, and visitors in the SF/SV office. As an operational partner to the Sr. Workplace Administrator, this role independently oversees day-to-day workplace operations, coordinates service delivery across multiple functions, and ensures consistent execution of the Firm’s service standards. The position calls for a proactive, hands-on professional who uses sound judgment, resolves operational issues, and advances assigned projects with minimal direction. The Assistant Manager works closely with the Sr. Workplace Administrator and Facilities, Hospitality, Workplace Experience, Events, and other business services teams to put workplace priorities into action, maintain operational continuity, and identify improvements to service quality and efficiency. When delegated, the role represents the Administrator in operational matters and makes decisions within established guidelines. Leadership is exercised through ownership, collaboration, and influence rather than direct staff supervision, with significant or sensitive matters escalated to the Administrator. Responsibilities span workplace operations; vendor and service-provider coordination; hospitality and conference center operations; facilities, space, and workplace projects; workplace technology and service operations; and financial and administrative management. The role also supports business continuity and emergency preparedness, maintains operational and vendor records, monitors workplace expenses and service activity, and helps ensure the office remains safe, functional, and welcoming.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
At least 7 years of relevant experience in workplace experience, hospitality, workplace operations, conference center management, facilities, or related fields.
Demonstrated experience managing vendors and service providers, including setting expectations, monitoring performance, addressing deficiencies, and driving accountability.
Ability to independently oversee day-to-day operations and lead assigned projects with minimal direction, using judgment about when to consult or escalate.
Exceptional communication and relationship-building skills, including the ability to engage professionally with attorneys, clients, business services professionals, vendors, and senior leadership.
Ability to influence outcomes, coordinate across functions, build consensus, and deliver results without direct reporting relationships.
Strong business judgment, problem-solving, and decision-making skills, including the ability to anticipate needs and act within established policies and delegated authority.
Strong organization, attention to detail, planning, prioritization, execution, and follow-through.
Strong financial acumen, including experience monitoring budgets, reviewing invoices, tracking expenses, and supporting financial reporting.
Experience coordinating facilities operations, building management relationships, maintenance programs, workplace projects, and office infrastructure in a corporate environment.
Discretion, professionalism, and adaptability, with the ability to maintain high service standards while managing competing priorities in a demanding, client-focused environment.

Nice To Haves

Relevant experience in a law firm, professional services, financial services, or similarly high-touch corporate environment.
Experience with workplace technology platforms and service operations, including space and meeting management systems such as Eptura Engage and ticketing systems such as ServiceNow.
Familiarity with the service expectations, culture, and pace of a law firm or professional services environment.

Responsibilities

Independently oversee day-to-day workplace operations and ensure consistent service delivery for employees, clients, and visitors.
Build relationships with attorneys, business services professionals, office leadership, vendors, and internal service teams to understand needs, coordinate solutions, and address concerns.
Translate the Administrator’s priorities into actionable plans, coordinate implementation, and communicate progress, risks, and outstanding issues.
Identify opportunities to improve workplace services, operational efficiency, and employee and client experience; bring forward practical recommendations.
Resolve operational issues within established policies and delegated authority, coordinate corrective action, maintain service continuity, and escalate significant matters as appropriate.
Coordinate across Facilities, Hospitality, Workplace Experience, Events, and other business services teams to resolve shared issues and deliver a consistent experience.
Support business continuity, emergency preparedness, and office response planning by maintaining readiness and coordinating assigned activities.
Coordinate daily service delivery across hospitality, catering, cleaning, facilities, AV, and other workplace providers; monitor service levels, contractual obligations, and applicable insurance, safety, and environmental requirements.
Address vendor service deficiencies, track corrective actions, maintain relationships with building management and service providers, and escalate recurring performance or material compliance concerns.
Oversee daily reception, conference center, catering, pantry, food service, visitor experience, and meeting support operations.
Coordinate conference room readiness, visitor spaces, meeting support, and workplace utilization using Eptura Engage or a comparable space management system.
Partner with the Events Team, attorneys, business services professionals, and vendors to coordinate meetings, events, and special initiatives.
Maintain and reinforce hospitality procedures and service standards; resolve complex service issues and follow through on requests and commitments.
Serve as a primary point of contact for employees and visitors in the WEST office, address requests professionally, and route them to appropriate teams when needed.
Draft and circulate accurate, timely local office communications consistent with Firm standards.
Inspect conference rooms, reception and hospitality areas, common and visitor spaces, workplace amenities, and back-of-house operations for readiness, functionality, cleanliness, and presentation.
Coordinate facilities activities, maintenance requests, service levels, corrective actions, and outstanding facilities concerns to keep the office safe, functional, and well maintained.
Lead assigned workplace projects, office improvements, space-planning initiatives, and operational enhancements from planning through implementation.
Coordinate office moves, space changes, and infrastructure improvements with internal teams, building management, and providers while minimizing disruption.
Support workplace technology and service operations, including space and meeting management platforms and ticketing systems such as ServiceNow, coordinating with technical teams to resolve issues and improve service.
Track open facilities issues, project milestones, and vendor commitments; escalate delays or risks affecting office operations.
Monitor workplace expenses and contribute information to budget planning and forecasting, identify trends, and communicate potential variances to the Administrator.
Review vendor invoices for accuracy, resolve discrepancies, track expenditures, and route invoices for approval under financial controls and delegated authority.
Maintain operational records, service metrics, vendor documentation, reporting, purchasing records, and financial transaction records in accordance with Firm procedures.
Monitor service activity, workplace utilization, and operating expenses to identify trends, support resource planning, and recommend improvements.