Office Services Manager

About the role

The Office Services Manager provides regional oversight and management of Office Services operations across multiple assigned firm locations. This role serves as the critical link between firmwide strategic leadership and day-to-day office-level execution. The Office Services Manager directly supervises Office Services employees within the assigned region, ensuring consistent service delivery, operational efficiency, and adherence to firm standards while remaining responsive to the unique needs of each local office. This position is responsible for regional management of Office Services employees, budget oversight, vendor coordination, and continuous improvement of office services within the regional portfolio.

Responsibilities

• Provide day-to-day operational oversight of Office Services functions across all assigned regional offices, ensuring consistent, high-quality service delivery.
• Implement and enforce firmwide Office Services standards, policies, and procedures within the region, adapting as necessary to accommodate local office requirements in consultation with and subject to approval by the Director of Office Services.
• Monitor regional service levels and key performance indicators, identifying trends, gaps, and opportunities for improvement.
• Coordinate workflow and resource allocation across regional offices or firmwide to optimize efficiency and ensure adequate coverage during peak periods, absences, and transitions.
• Serve as the primary escalation point for operational issues within the region, resolving problems promptly and effectively.
• Conduct site visits and maintain an in-person presence within assigned offices to assess operations, maintain visibility, and foster team engagement, ensuring each office receives at least two in-person engagements annually, whether through site visits, office projects, or relocations.
• Develop and maintain regional operational plans aligned with firmwide objectives and local office needs.

• Directly supervise, coach, and develop Office Services employees across assigned regional offices.
• Manage the full employee lifecycle for regional Office Services employees, including recruitment, onboarding, training, performance management, and separation processes in partnership with the Director of Office Services.
• Conduct regular one-on-one meetings and performance reviews for direct reports, providing constructive feedback and supporting professional development.
• Identify training needs and coordinate development opportunities to build team capabilities and ensure cross-training across regional offices.
• Address performance and conduct issues in a timely and consistent manner in partnership with Director of Office Services and Human Resources.
• Foster a collaborative team culture across geographically dispersed offices, promoting communication and knowledge sharing among regional Office Services employees.
• Manage regional staffing plans, including scheduling, overtime, and temporary staffing needs.

• Manage and monitor Office Services budgets for assigned regional offices, tracking expenditures and identifying cost-saving opportunities.
• Coordinate with the Director of Office Services on regional budget planning, forecasting, and variance reporting.
• Oversee and support office services vendor relationships across the region, partnering with local office teams to ensure service levels, operational efficiency, and adherence to firm standards.
• Evaluate vendor performance within the region and escalate concerns or recommend changes to the Director of Office Services.
• Ensure regional compliance with firmwide procurement policies and preferred vendor agreements.
• Review and approve regional invoices and expenditures within delegated authority levels.

• Drive a culture of service excellence within the region, ensuring Office Services teams deliver responsive, professional support to attorneys and business professionals.
• Identify and implement process improvements and best practices across regional offices, sharing successful initiatives with firmwide leadership.
• Collaborate with the Director of Office Services on firmwide improvement initiatives, providing regional perspective and leading local implementation efforts.
• Collect and analyze feedback from attorneys, business professionals, and Office Administrators regarding Office Services quality and responsiveness.
• Develop and maintain standard operating procedures for the region, ensuring alignment with firmwide guidelines.
• Support technology adoption and process modernization efforts within the region.

• Serve as the primary liaison between the Director of Office Services and local office teams, ensuring clear communication of firmwide directives and regional feedback.
• Partner with local Office Administrators and practice group leaders to understand office-specific needs and ensure Office Services support is appropriately tailored.
• Provide regular reporting to the Director of Office Services on regional operations, employee performance, budget status, and service delivery metrics.
• Participate in firmwide Office Services leadership meetings, contributing regional insights and collaborating on cross-regional initiatives.
• Communicate changes in policies, procedures, and standards to regional Office Services employees, ensuring understanding and compliance.
• Work with Records Department to enable prompt document scanning, duplication, and delivery services.

• Provide coverage and support for Office Services employees during absences or vacancies within the region.
• Assist with firmwide Office Services projects and initiatives as directed by the Director of Office Services.
• Support office moves, renovations, and space planning activities within assigned regional offices.
• Participate in emergency preparedness and business continuity planning for regional offices.
• Perform other duties as assigned by the Director of Office Services.

Requirements

Education: Bachelor's degree required; an equivalent