What are the responsibilities and job description for the Manager, Office Operations position at White & Case LLP?
Manager, Office Operations
Firm Summary
White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.
With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.
It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.
Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.
Position Summary
Working as part of a tight-knit team, you will manage core operations within the Houston office, encompassing all facilities, office services, guest services, and practice support functions. Flexible in your approach and with a high level of professional client service, you will ensure the smooth running of the office in a fast-paced and stimulating work environment. In your focus on day-to-day operations, you will work across a wide range of different tasks. You can handle unforeseen situations and be both effective and efficient in your output.
You will interact regularly with the Office Executive Partner (OEP), keeping him apprised of key issues affecting the office and serving as a primary point of contact for any business-related matter. As such, you will work closely with colleagues in other business services departments, including Business Development & Marketing, Finance, Technology, Knowledge, and People.
Supporting all White & Case employees in the Houston office, you will develop a good understanding of the office culture and processes, as well as all those involved in the smooth running of the day-to-day. Your clients will be Partners, Associates and Business Services professionals alike. You will have a great impact on the overall working environment of the office and will embrace the diverse range of challenges that each day will present.
Beyond Houston, you will work heavily with the Americas COO and other business services leaders to implement firm and regional initiatives within the office. On the ground, you will play a critical role in addressing and navigating both local priorities and firm-wide objectives.
Passionate about developing a high performing team, you will create collaborative and professional working relationships. You will exhibit strong communication skills and diplomacy in all of your interactions. You will take the opportunity to coach and mentor to ensure you are guiding the teams effectively in achieving their goals.
Duties and Accountabilities1
- Liaise between building landlord and services management to address needs and maintenance of the office space
- Oversee all phases of construction build-outs, expansion and/or remodeling
- Manage office operations, including facilities, office services, hospitality, reception/concierge, and practice support
- Maintain emergency preparedness plans in coordination with firm-wide specifications
- Manage on-site vendors, ensuring that they adhere to SLAs and contracts as negotiated through the Firm's Procurement team
- Set-up facilities and office services for trial sites and/or other temporary work spaces as required
- Manage all moves within the office
- Keep Executive Partner abreast of key issues, including office space, building procedures, emergency procedures, special events planning, construction project planning
- Manage and supervise all practice assistants, facilities and office services employees; monitor and identify additional resource needs; approve overtime, timecards and vacation, personal and scheduled sick time requests
- Counsel and advise employees on performance expectations and the performance evaluation process, conflict resolution, staffing and disciplinary issues, ensuring that employee issues, such as complaints and harassment allegations, are consistently handled based on Firm policy and federal and state law
- Assist with planning and execution of office events, in collaboration with local colleagues and the Firm's global events team
- Identify issues and opportunities and take part in designing and implementing initiatives and globally aligned programs to drive cultural change and engagement across the office and region
- Develop and document streamlined procedures to continuously improve processes
- Maintain overall knowledge of basic software systems
- Attend seminars and relevant training to keep current on new leadership skills
- Escalate issues to the appropriate Function Chief or Department Manager
- Interview applicants for open roles and assist in making hiring decisions; help build a workforce that is inclusive and diverse
- Conduct monthly meetings with Partners and Office Leadership to discuss improvements or changes in delivery of facilities and office services support
- Take a long-term view and make suggestions on organizational change for the future
Qualifications
- At least five (5) years of office management experience, preferably in a professional services setting
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
- Demonstrated discretion and integrity in handling confidential information and sensitive matters
- Attention to detail and a high level of accuracy in all work activities
- Strong written and verbal communication skills
- Positive and initiative driven approach
- Exhibits polished interpersonal skills and a professional presence that supports positive interactions with clients, team members, and stakeholders
- Experience in client service, with the ability to listen to concerns, respond with empathy, and provide timely and accurate solutions
Location and Reporting
- This role is based in our Houston office.
- This role reports to the Americas Chief Operating Officer and Office Executive Partner.
Equal Opportunities
White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive workplace. It is our Firm's policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
Applicants who are interested in applying for a position and require an accommodation during the process should contact talent.acquisition@whitecase.com.
Benefits
White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.
The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
1The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
Primary Location: United States-Houston
Expected Workplace: Hybrid
Job Posting: Nov 22, 2024, 9:59:41 PM
