Office Manager

Summary

Under the general supervision of the Head of US Operations and according to established policies and procedures, the Office Manager shall be responsible for the day-to-day operation of the San Francisco office, including: purchasing of supplies and forms, organizing filing systems, management of office equipment, overseeing messenger and delivery services, telecommunications, employee matters, social functions and receptions and projects as may be assigned.   The Office Manager will also work closely with the Office Managing Director. The annual base compensation for this role is commensurate with experience and set between $125,000 - $150,000.

The Role

• Work with the US Operations & Administrative Support Manager on all employee-related issues in the office, including orientation of new hires and management of the performance appraisal program.
• Manage the support staff in the office, including day to day staffing issues, workflow management, reviews and performance management with the concurrence of the US Operations & Administrative Support Manager.
• Ensure that the workload of subordinate staff is equitably assigned, reassign work when necessary, and determine work priorities, as required.  Maintain attendance record for all staff members.
• Maintain the office telecommunications systems and equipment, as necessary working closely with the Facilities Supervisor, U.S.  Understand the backup systems to assure on-going communication into and out of the firm.
• Manage and monitor office budget
• Monitor the office’s file system, office equipment, messenger services, office maintenance and supplies.
• Oversee the maintenance of the firm’s office equipment including copy machines, the performance of large photocopying and all faxing projects and binding large documents.
• Maintain and operate office security system running reports as necessary under direction of Facilities Supervisor, U.S.
• Oversee purchase of necessary office supplies, within the limits prescribed by the firm’s budget for such expenditures.  Extraordinary and non-routine purchases must be approved in advance by the US Head of Operations
• Coordinate the movement of general office furniture and other items and the rearrangement of furniture in personal offices and work areas as requested by the occupants.  Help to set up offices for attorneys, paralegals and other staff.
• Arrange for janitorial services as needed.
• Manage the messenger and delivery services of the firm to assure that deliveries are completed in a timely manner.
• Coordinate with the US Controller to process daily checks; manage petty cash on site.
• Coordinate the maintenance, evaluation and enhancement of existing computer systems in accordance with instructions from the US Head of IT.
• Maintain and communicate emergency procedures for the office to all employees, such as fire alarm evacuation, buddy list and list of emergency numbers.
• Provide assistance for the completion of special projects that involve the operations of the office.
• Provide assistance with secretarial and/or paralegal work as needed.
• Other duties as assigned.

In addition to managing the office there may be some national responsibilities the Office Manager may be responsible for such as:   

• Manage travel for US office, including working with firm's travel agency
• Manage insurance for US offices, including commercial, workers' compensation

Education and Skills

• Thorough understanding of office administration, facilities management, human resources and purchasing as normally acquired through a Bachelor’s degree in business administration, human resources management or a closely related field - or, the equivalent experience.
• Two years of progressively responsible work experience with legal or other professional service organizations in order to gain experience in managing business operations including planning, human resources and purchasing functions. Ability to identify and analyze issues and problems and to recommend and implement solutions.
• Interpersonal skills necessary in order to maintain effective relationships with partners, attorneys, clients and staff in person, by e-mail and by telephone; to manage staff, facilitate individual and group meetings dealing with the law office operation.
• Work occasionally requires a high degree of mental effort and the ability to work under pressure when performing essential duties.  Must be able to perform the essential duties of the position within time constraints, multiple interruptions, and busy attorneys and staff.
• Ability to travel to private and public buildings locally via private or public conveyance to manage the law office’s business.
• Flexibility to work more than 40 hours per week, when needed.

About Withers

Where global collaboration achieves exceptional results. 

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A law firm focused on people and collaboration. 

For the past 125 years, Withers has supported some of the world’s most remarkable people and organizations at defining moments in their lives. 

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. 

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice. 

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests. 

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.  

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself. 

We are delighted to announce that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector. 

For more information on Withers, please visit the following links: General Career Site, LinkedIn, About Us 

Equal Opportunities Employment Statement 

The firm is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at (203) 789-1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.