Office Services Manager

Description

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. The required work schedule for this position is 8:00 AM - 5:00 PM PT for Los Angeles-based candidates, and 9:00 AM - 6:00 PM CT for Minneapolis-based candidates.

ESSENTIAL FUNCTIONS:

Regional Operations Management

• 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.

Management & Development

• 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.

Budget & Vendor Management

• 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.

Service Excellence & Continuous Improvement

• 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.

Communication & Liaison

• 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.

ADDITIONAL FUNCTIONS:

• 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.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Education:

• Bachelor’s degree required; an equivalent combination of education and/or work experience will be considered in lieu of a degree.

Experience:

• Minimum of 5 to 7 years of progressive experience in office services, facilities management, or related operational role, preferably in a law firm or professional services environment.

• Minimum of 3 years of supervisory experience, including managing Office Services employees across multiple locations.

• Experience with multi-site operations management strongly preferred.

• Prior experience implementing or maintaining standardized service delivery models preferred.

Knowledge, Skills, & Abilities:

• Strong leadership and people management skills with the ability to motivate and develop geographically dispersed teams.

• Excellent organizational and project management skills with the ability to manage competing priorities across multiple locations.

• Strong analytical and problem-solving skills with a continuous improvement mindset.

• Excellent verbal and written communication skills with the ability to interact effectively with all levels of firm personnel.

• Sound business and financial acumen, including experience with budget management and vendor oversight.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and BigHand or similar workflow management tools.

• Ability to travel regularly between assigned regional offices.

• Strong customer service orientation with a commitment to delivering exceptional support.

• Ability to work independently, exercise sound judgment, and make decisions within established guidelines.

• Knowledge of office services operations including mail/courier services, records management, reprographics, facilities maintenance, and front-of-house services.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL REQUIREMENTS

Medium Work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.

COMPENSATION & BENEFITS

The salary ranges for this position apply to the respective listed locations. The salary range reflects a variety of factors that are considered in making compensation decisions, including but not limited to experience, education, licensure and/or certifications, geographic location, market demands and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for a position. Reasonable estimates of the current ranges for this position are:

• Los Angeles: $115,000 - $130,000

• Minneapolis: $110,000 - $125,000

For information on Fox Rothschild's compensation and benefits visit: Compensation & Benefits (foxrothschild.com) (

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, View email address on click.appcast.io .

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights ( notice from the Department of Labor.