Office Manager

Job Description

Job Description

Position Type: Full Time

Exempt

Fully Onsite

Location: San Francisco

Salary Range: $100,000.00 - $150,000.00*

*The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant's wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP's Total Rewards package.

JOB SUMMARY:

The Office Manager is 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.

JOB FUNCTIONS

• Management 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.

COMPETENCIES

Communicates effectively

Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

Being resilient

Rebounding from setbacks and adversity when facing difficult situations.

Collaborates

Building partnerships and working collaboratively with others to meet shared objectives.

Instills trust

Gaining the confidence and trust of others through honesty, integrity, and authenticity.

Customer focus

Building strong customer relationships and delivering customer-centric solutions.

Drives results

Consistently achieving results, even under tough circumstances.

Situational adaptability

Adapting approach and demeanor in real time to match the shifting demands of different situations.

TOOLS

• MS Office
• Conference room booking software

MINIMUM JOB 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.

PHYSICAL DEMANDS

Writing, typing, reading, speaking, hearing, seeing, sitting, bending, reaching, lifting up to 25 lbs.

WORKING CONDITIONS

Quiet office environment in a high-rise building, seated the majority of the time.

DIRECT REPORTS

Assigned professionals.

This job description is intended to describe the general nature and level of the work being performed by employees in this job. It is not intended to be a complete list of all responsibilities, duties and skills required for this job classification.

About Munger, Tolles & Olson

Munger, Tolles & Olson has been consistently ranked on The American Lawyer's A-List since its inception in 2004, including nine years in the top spot. We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, about 80% of our attorneys served as law clerks to federal or state judges and sixteen attorneys were clerks to U.S. Supreme Court Justices. We recruit and retain the best professional talent to support our Attorneys with a focus on service and excellence. We have a full spectrum of functional positions including Information Technology, Information Security, Accounting, Human Resources, Legal Support, and Marketing.

MTO is an equal opportunity employer and does not discriminate in employment on the basis of race, including but not limited to hair texture and protective hairstyles (for example, braids, locks, and twists), color, ethnicity, religion, gender, gender identity or expression, pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, parental or family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, military or veteran status, or any other characteristic protected by federal, state or local law. It is the policy of Munger, Tolles & Olson LLP to prohibit discrimination, unlawful harassment (including sexual harassment), and retaliation. This commitment prohibits such conduct by any individual involved in MTO's operations and by anyone doing business with or on behalf of Munger, Tolles & Olson LLP.

Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies. Any unsolicited resumes and profiles received from 3rd parties or agencies will be considered property of MTO and no fees will be due or paid. If you wish to become an approved Agency with MTO, please contact a member of the MTO Talent Acquisition Team.

Location: Hayes Valley, CA, US

Posted Date: 10/31/2024