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.  This position is required to be in the office five days/week. 

Essential Duties

• Work with the US Human Resources 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 LA HR 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 at the request of the Operations Manager, U.S. 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.

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, workmans compensation

Skills and Experience

• 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.
• Compensation commensurate with experience and set between $135,000 - $150,000.

About Withersworldwide

Law.com International's Law Firm of the Year 2021

For 125 years, our firm has focused on and helped successful people, families, entrepreneurs, family businesses, governments and institutions negotiate the wide range of legal issues they face in their business and personal lives. Over time, we have gained valuable insights into the ways wealth can be generated, preserved, deployed and enhanced. We assist our clients in a variety of industry sectors including real estate, manufacturing, motorsport, luxury brands, sport, hotels and hospitality, technology, energy, art and cultural assets, life sciences, charities and philanthropy and financial services. With 18 offices our experience means we can see the global picture. We provide legal advice across a range of different practice areas including estate planning, personal and corporate tax and, corporate, banking and finance, access to capital (both private and public) both equity and debt, real estate, intellectual property, immigration, international trust structuring, philanthropy, luxury assets, international probate, public international law and international arbitration.

Equal Opportunities Employment Statement 

Withers Bergman LLP 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.