Office Services Manager

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high stakes. The firm's work is distinguished by a unique combination of precision and vision.

The Office Services Manager is responsible for overseeing the office services teams, including reception, catering, and facilities of an AM 100 law firm. This is an exciting opportunity to provide VIP service to our attorneys, clients, and staff while ensuring the smooth daily operation of the office. Responsibilities include managing a diverse team of professionals providing office services support, as well as overseeing the daily scheduling, set-up, and cleanup of conference rooms for meetings and special events, office facilities needs, and supplies, snacks and beverages ordering.

The Office Services Manager also serves as a liaison with building management and third-party vendors, along with the Facilities Supervisor to ensure firm space is well maintained.

This role reports to the Director of Administration.

Responsibilities include:

• Ensuring reliable scheduling of all reception, catering, and facilities staff.
• Developing, documenting, and evaluating work procedures and service-level standards across each area of responsibility.
• Preparing and operating within a budget and maintaining trend analysis reports on a regular basis.
• Identifying new and creative ways to improve service and offerings.
• Overseeing the daily scheduling, set-up, and clean-up of conference rooms for meetings and special events.
• Planning, marketing, and executing special events and firm functions, working directly with firm partners to ensure proper nuances for high-profile meetings and catered events.
• Developing and finalizing plans for all conference center bookings, catering, and office special events.
• Reviewing all departmental invoices before signature approval and processing for Accounts Payable.
• Managing inventory control, stocking, and maintaining employee kitchens, pantries, lounges, flexible workspace (FWS) offices, and conference rooms.
• Liaising with corporate catering vendors to ensure menu selections, pricing, and delivery are timely and accurate.
• Maintaining food handler certificates as required.
• Contacting service vendors for additional supplies, equipment inspection, and service needs as required.
• Coordinating with building management and the Facilities Supervisor on maintenance, repairs, and office moves.
• Hiring, training, and monitoring performance for all direct reports to include giving timely and direct positive and constructive feedback.
• Tracking and approving staff timesheets and time-off requests and ensuring shift coverage for planned and unplanned absences.

Qualifications:

• Ability to hire, train, and motivate a high-performing team within a fast-paced environment.
• Ability to thrive on providing platinum service to internal and external clients with a flexible customer service attitude.
• Ability to prioritize work, lead others, and resolve conflicts while working under pressure with frequent interruptions.
• Interact and communicate clearly with individuals at all levels of the organization.
• Generate clear, concise, and well-organized written communications that are free of spelling and grammatical errors.
• Readily and easily adapt to changes in the work environment while maintaining flexibility, composure, and poise.
• Proficient in using online conference/reservation/event management systems and the Microsoft Office Suite.
• Knowledge and understanding of methods of food and beverage handling, volume, staging, and storage.
• Ability to remain on one's feet (standing and walking) for long periods of time, and to lift, move, and push up to 25 pounds on a regular basis, and to bend, stoop, and reach for objects frequently.

Experience:

• Bachelor’s degree preferred; coursework in Hospitality Management, Restaurant Management, Business Management, or a related field is a plus.
• A minimum of five years of progressive management experience in a professional services or corporate catering environment preferred.
• Proven track record of strong leadership in a fast-paced, highly visible professional services environment.

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

Compensation & Benefits:

The annual compensation range for this position is $110,000 - $130,000. The salary offered within this range will depend upon qualifications and other operational considerations.

Benefits offered for this position include health care; retirement benefits; paid days off, including sick time, and vacation time; parental leave; basic life insurance; Flexible Spending Accounts; as well as discretionary, performance-based bonuses.