Job Details
RESPONSIBILITIES
Guided by department objectives and priorities, responsible for facilities, office services, conference center, and hospitality services (Operations) in the Downtown Los Angeles and Century City offices. Works closely with the Director of Administration and Managing Partner with the planning and coordination of complex projects related to operational and administrative activities. Responsible for supervision of Operations staff in Downtown Los Angeles and Century City offices. Together with Director of Administration and, working with other firm departments and stakeholders, plans and coordinates projects related to operational and administrative improvements and implementing best practices. Manages talent development and performance evaluations with vision toward evolving needs. Ensures client service and satisfaction are attained in all areas of position.
ESSENTIAL FUNCTIONS
Operations Management and Office Leadership
- Provides overall management of the Downtown Los Angeles and Century City Operations functions, ensuring that the offices are professionally maintained, that services are seamlessly provided, and that continuous improvements anticipate and respond to client and administrative needs.
- Manages the Downtown Los Angeles and Century City Operations team to ensure meticulous maintenance of all office space, work areas, common areas, conference space, and other areas; trains team to recognize and respond to service needs and objectives.
- Collaborates closely with Information Technology to ensure meticulous maintenance and upkeep of all conference rooms, including all firm assets.
- Collaborates with Director of Administration on Operations staffing, space plans and underlying business and service objectives; develop and manage department budgets.
Space Planning
Working closely with the Director of Administration, assists in office space planning, including conducting needs assessments; making recommendations on space use; preparing project budgets; serving as project manager for internal transition activities, and attending space meetings for new construction.
Management and Supervision
- Provides managerial guidance to the Operations team, overseeing service standards and ensuring that services are rendered promptly, accurately and professionally. Maintains and monitors metrics, service delivery, and team objectives.
- Provides direct and substantive orientation for new staff; approves time off requests, creates schedules to ensure coverage, monitor attendance, and other tasks that ensure proper staffing levels and job performance are maintained at high levels.
- Manages the professional development and enhancement of direct reports: conduct regular one-on-one and group coaching meetings; drafts and work through individual development plans on an on-going basis; and provides regular feedback as appropriate and through monthly one-on-one meetings.
- Develops skills and service capabilities of direct reports, including coordinating appropriate cross training.
- Prepares timely, substantive, and strategically aligned performance evaluations.
- Identifies and timely addresses employee relations and performance concerns within team; collaborate with Human Resources and management to support effective and appropriate resolution.
- Develop resources, practices, and service standards for high touch visitors and personnel, to include concierge-level services for clients and internal personnel.
- Ensures that direct reports are knowledgeable and trained on professional and technical matters.
- Ensures Firm policies and practices are followed; promotes consistency and fairness, maintains open door policy and promotes open dialog.
- With Director of Administration, ensures department is structured and staffed effectively to meet best in class service objectives. Regularly reviews and updates position descriptions for staff.
- Participates in recruiting for department, coordinating with HR; assists in drafting position descriptions for open positions.
Office Lease Compliance
Ensures compliance with lease terms affecting daily operation, remodeling and new construction of office space. Maintains in-depth understanding of lease provisions.
Project Management
- Working closely with Director of Administration, develops and manages budgets, timelines and in implementing plans for complex administrative projects.
- Manages complex projects as requested by the Director of Administration or the Managing Partner, including developing and maintaining effective communication programs.
- Ensures documentation associated with completed projects, including procedures, blueprints, contracts, and correspondence, are properly integrated into the department and the Firm files or archives.
- Consultant and Vendor Management
- Working closely with Director of Administration and Operational Excellence team, assists in negotiation of maintenance and equipment contracts. Negotiates with outside consultants and vendors for required products and services; coordinates finalization of contracts with appropriate firm personnel and department.
- Monitors terms of contractual agreements, including investigating and analyzing complex problems and situations to provide workable and efficient solutions and recommendations with regard to negotiations, changes in systems, or major purchases.
- Safety, Security, Emergency Response and Disaster Recovery
- With Director of Administration, develops and oversees safety, security, and emergency preparedness and business resumption systems.
- Maintains and applies in-depth and current knowledge of safety and security programs.
- Firm Values, Confidentiality, and Safety
- Consistently promotes and models the Firm s values in leadership, teamwork, work product, and personal interaction.
- Ensures compliance with the Firm s Information Security Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
QUALIFICATIONS
Education and Experience
- Bachelors degree preferred. Five or more years experience managing a full-service internal client service facility; experience in managing reception, office services, and conference room staff preferred. Previous law firm or professional services firm experience highly desirable.
- Previous supervisory experience, with record of developing service-oriented teams.
- Experience in coordinating a client service function; experience in the hospitality industry a plus.
- In-depth knowledge of US and international mail and courier services is a plus.
- Experience in managing vendors and in negotiation vendor contracts; experience in using project management skills with contractors, vendors, and suppliers services.
- Extensive knowledge of facilities maintenance and custodial principles, procedures, and standards; knowledge of uniform building codes, fire codes, ADA, OSHA preferred.
- Knowledge and understanding of life safety systems; experience in supervising and performing safety training for all personnel.
- Regular and frequent local travel between offices required.
Teamwork and Applied Skills
- Exceptional team management and leadership skills, ability to lead through influence and in building relationships across boundaries. High degree of emotional intelligence.
- High client service ethic and a proven record in delivering exemplary client satisfaction to external and internal client constituencies.
- Ability to interpret strategic objectives and deploy them within day-to-day operations.
- Demonstrated ability in the budget preparation process and day-to-day management of operating expense budgets; ability to analyze and understand financial data, reports, and budgets.
- Ability to develop and maintain record keeping systems and procedures.
- Ability to communicate effectively, both orally and in writing.
- Excellent organization, time management and planning skills.
Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.