Manager, Office Services

Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Job Description

The Manager, Office Services works closely with the Director of Administration and Managing Partner to ensure efficient day-to-day operations of the San Francisco office. Responsibilities include maintaining and improving administrative programs and procedures; overseeing reception and the visitor experience; maintaining office appearance and hospitality readiness; managing internal events and office calendars; leading vendor, contract, and facilities/service management; supervising office services staff, budgets, and performance; maintaining records and inventory; and overseeing business continuity and emergency preparedness activities.

Primary Responsibilities and/or Essential functions:

• Support and improve San Francisco office administrative operations by developing and implementing systems, policies, procedures, and service enhancements in partnership with the Regional Office Administrator. Champion the use of AI, automation, and modern tools to streamline workflows.
• Maintain office appearance and hospitality readiness with the receptionist (e.g., kitchen upkeep, dishwasher, copy room and restocking beverages/snacks and supplies).
• Support the Director of Administration with internal office moves, renovation projects, and other special projects as needed. Manage space planning- keeping floorplans up to date and coordinating moves/adds/changes.
• Oversee reception and visitor experience: keep the Visitor Guide current, ensure hospitality procedures are functional, collect feedback, and partner with the receptionist to address issues and improve efficiency; provide backup coverage for reception and attorney support assistants.
• Plan and manage office events within budget (meetings, outings, offsite parties, and internal events) and assist with business development event logistics as needed.
• Develop and manage the office operating budget; track spend, identify savings, and make data-informed recommendations.
• Manage office calendars as requested (including the SFO event calendar); maintain working knowledge of office/building technology and procedures supporting Records, Reception, Hospitality, and Mailroom; coordinate committee meetings and minutes; support public relations/confidentiality; maintain professional development; and perform other duties as assigned.
• Manage vendor relationships and contracts: keep agreements current, lead RFPs through execution when contracts are expiring, and partner with vendors, NY Procurement, and the SV/SF Regional Office Administrator to secure competitive pricing. Maintain a relationship with the landlord and building management.
• Lead and manage supervised departments, including performance management, productivity/communication with direct reports, departmental budgets, and facilities/service requests with building management and outside vendors.
• Manage business continuity and emergency preparedness: maintain the SFO BCP, coordinate semi-annual drills, oversee the Emergency Response Team (quarterly meetings, staffing of floor roles), and ensure CPR certifications and training are current.
• Oversee inventory and records: track non-IS equipment, furniture, and supplies; coordinate off-site storage and file/box retrieval; and support client file setup, organization, indexing, cataloging, and on-site/off-site storage.

Knowledge, Skills & Abilities:

• 5+ years of related experience in managing the facilities and service departments supporting a law office or other professional service firm.
• Ability to recognize, evaluate, and communicate performance issues and evaluations with direct reports.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary to communicate with a diverse group of attorneys, staff and clients and provide information with ordinary courtesy and tact while safeguarding confidentiality.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
• Able to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.
• Able to work in office Monday to Thursday from 9AM to 5PM. Most Fridays are WFH. An occasionally weekend during renovations required.
• Ability to retrieve and distribute files, written documents or office supplies weighing up to 12 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.

Education/Certifications:

• Bachelor's degree preferred.

Estimated salary range is $140,000 - $160,000. This position is bonus eligible. Compensation decisions within the range are dependent on the facts and circumstances of each case including but not limited to the individual's skills, experience, and qualifications.

Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees.  Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan.  Weil also offers generous paid time off and holidays.  All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran’s status, genetic information or any other legally protected status.