Office Manager

Summary

Under the general supervision of the Head of Administration, West Coast and the respective office's Office Managing Director, and in accordance with established policies and procedures, the Office Supervisor shall be responsible for, but not limited to, the day-to-day operations of the office, which includes supervising Front of House and Office Services operations, assisting with business services personnel supervision and management, overseeing or purchasing of supplies and equipment, procurement and maintenance of office equipment, coordination of facilities and infrastructure, messenger and delivery services, telecommunications, social functions for office personnel and for clients, and additional projects as assigned.  

Primary Functions

• Daily supervision and coordination of the Front of House and Office Services teams including project assignment, task prioritization, and coverage.  Review and approve timesheets and time-off requests.  Supervise the team's performance in conjunction with the Head of Administration, West Coast.
• Supervise staff to ensure that all client facing spaces are well maintained, fully stocked, and ready to meet the needs of clients meeting on-site or virtually with Withers fee-earners and others.
• Ensure that IT and AV equipment in client-facing spaces and Conference Rooms are fully operational and provide support where necessary.  This may require being on-site prior to, during, and after meetings/events to test, monitor, and shutdown equipment.
• Partner with building management, engineers, and staff to address office related needs.  Ensure that building requirements are satisfied, such as maintaining current Certificates of Insurance for the firm and also for vendors accessing the office for deliveries or to perform services.  Arrange for janitorial services as needed. 
• Act as the primary contact for outside vendors for the purpose of office visits, issue resolution, and maintenance, and ensure they are meeting expected service levels.
• Oversee the maintenance of the firm’s office equipment including copy machines, fax machines, scanners, and postage meter.  Oversee and coordinate new and replacement equipment installations.
• Liaise with Firm personnel and the Office Managing Director to assign workspace, telephone extensions, firm equipment, and building and office access.  Assist with the planning, and coordination of all office moves and internal relocations.
• Responsible for on-site security and safety initiatives, processes, and procedures including the Security Access system(s) and leading the Emergency Response Team.  Manage and communicate emergency procedures for the office to all employees, including evacuation procedures and emergency notification system.
• Assist with the on-boarding process, new hire orientation, and departure process for attorneys and staff.
• Partner with Business Services managers to assist with on-site supervision.
• Work closely with the Secretarial Supervisor to assist with oversight of secretarial requests and coverage needs.
• Coordinate internal and external events with the Marketing & Business Development team and/or Office Managing Director.  This may include assisting with the planning, set-up, and breakdown of events.
• Receive, review, code, and approve all invoices for office related supplies, maintenance performed by outside vendors, and building engineers.  Maintain a digital file of all invoices processed for payment.
• Coordinate with the US Controller/Financial Manager to process daily checks; manage petty cash on site.
• Assist Head of Administration, West Coast with annual budget process for office.
• Contribute to the development and coordination of green initiatives.  Serve as a member of firm-wide committees and act as the local office contact for all firm-wide sustainability projects, initiatives, and roll-outs.
• Other responsibilities and projects as assigned.

Specific Skills Required

• Ability to maintain strict confidentiality of the firm's internal, personnel, and client affairs.
• Highly proficient in all standard office software, including Outlook, Word, and Excel, and basic knowledge of computer hardware, video conference technology, and other office equipment.
• Excellent attention to detail together with a methodical and organized approach.
• Strong communicator, inquisitive, enthusiastic, and able to work independently and with lawyers and support staff at all levels, able to handle queries efficiently with diplomacy and tact, gaining confidence of partners and staff.
• Able to manage fast-paced workload effectively and move projects forward under tight deadlines while handling multiple, detailed tasks.
• Able to influence and build strong working relationships with internal clients and colleagues in a collaborative and supportive manner.
• Able to escalate issues as appropriate and present and communicate issues effectively along with logical solutions for implementation.
• Solutions focused, proven initiative, proactive approach and independent thought. 
• Flexibility to work outside of standard hours, including weekends and holidays, when needed.

Experience and Education Required

• At least five years of office administration or facilities operations, preferably in a professional services environment, and two years of supervisory experience.  Bachelor's Degree required.

About Withersworldwide

Withersworldwide has been acting for successful individuals, families and institutions for over 100 years. We advise clients on their business and personal legal needs both at home and abroad. In this fast moving and increasingly regulated world the need for integrated and timely advice has never been more urgent.

We are recognized as the only dedicated international law firm for successful people, their families, their businesses and their philanthropic work. With offices in Europe, Asia, the United States, Australia and the Caribbean we provide coverage that other law firms focused on the individual cannot. We continually look for opportunities to ensure we are based in the same locations as our clients and their wealth. We have represented 42% of the Top-100 ‘Sunday Times Rich List’, as well as a significant number of the top 100 people listed in the US (Forbes) and a significant number in the Asian (Hurun) Rich List.

It is the policy of Withers Worldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.

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