Office Manager

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.
  • 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.
  • Provides updates for office business continuity disaster recovery plan as needed.
  • Coordinates with Information Technology department to identify IT needs.
  • 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.
  • Other duties as assigned.

COMPETENCIES

• Communicates effectively
• Being resilient
• Collaborates
• Instills trust
• Customer focus
• Drives results
• Situational adaptability

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.
• Significant experience in a law firm preferred.
• Strong Microsoft Excel, Word and PowerPoint skills.
• Ability to proactively review processes and resolve issues.
• Ability to effectively manage office support team members.
• Ability to effectively handle confidential or sensitive information.
• Strong verbal and written communication skills.
• Ability to organize and prioritize multiple assignments.
• Ability to create and manage operational budgets and projects.
• Ability to analyze data, plan, organize and coordinate a wide range of issues.
• Ability to maintain a high level of professionalism and composure.

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...

MTO is an equal opportunity employer and does not discriminate in employment...

Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies...