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Manager of Administration
Location: San Francisco, CA
Schedule: Four days onsite, one remote
Start: ASAP
Compensation: $135,000- $180K + discretionary bonus
Position Overview
The Manager of Administration is responsible for overseeing the daily operations and overall presentation of a San Francisco office, ensuring a well‑functioning, professional, and service‑oriented environment. Acting as the primary on‑site liaison for all administrative departments, this role facilitates seamless communication, coordination, and operational excellence across teams. The Manager regularly interacts with attorneys and business professionals to support their needs and maintain high‑quality service delivery. This position reports to the Chief Administrative Officer (CAO).
Key Responsibilities
Office Leadership & Culture
- Partner with the Office Managing Member (OMM) to maintain a positive, professional work environment.
- Serve as a trusted advisor on employee engagement, communication, and culture.
- Support strategic plans by executing short‑ and long‑term operational goals.
- Administer and uphold firm policies and procedures.
Operational Management
- Oversee day‑to‑day office operations, ensuring smooth workflow, staffing, and resource allocation.
- Troubleshoot operational issues and escalate matters to the CAO when needed.
- Review, refine, and improve office procedures to enhance efficiency and service quality.
- Manage office security, access cards, keys, and visitor access.
- Maintain space and personnel data for cost analysis and utilization planning.
- Serve as the primary contact for building management and landlord relations.
- Oversee vendor relationships and direct outsourced office services staff.
Team Management
- Supervise, develop, and lead a team of administrative assistants, ensuring best‑in‑class service.
- Monitor performance, assess skill gaps, and optimize support based on attorney needs.
- Conduct annual performance reviews and synthesize feedback.
- Provide coaching and professional development guidance in collaboration with the HR Business Partner (HRBP).
- Partner with HRBP on employee relations, performance improvement, discipline, and separations.
Recruiting & Onboarding
- Work with Talent Acquisition to recruit administrative assistants and participate in interviews for other business professionals.
- Partner with Legal Recruiting, Attorney Development, and Business Development to manage onboarding for lateral hires.
- Oversee administrative processes related to onboarding and departures (benefits enrollment, time entries, IT coordination, etc.).
Financial & Facilities Oversight
- Manage Ceridian Dayforce processes, PTO requests, overtime, and coverage schedules.
- Support billing, collections, and financial management functions.
- Prepare annual operating and capital budgets; monitor invoices and monthly expense reports.
- Oversee construction projects and related activities, identifying opportunities to accelerate timelines and control costs.
- Communicate critical facilities or project updates to attorneys and business professionals.
Business Continuity & Additional Duties
- Update business continuity materials and act as liaison with building management.
- Provide event support (e.g., office openings, intern programs, celebrations) in partnership with internal teams.
- Assume additional responsibilities as requested.
- Occasional travel required.
Qualifications
- Bachelor’s degree required.
- 4+ years of experience in office administration and/or HR management; prior law firm experience preferred (but not currently working in one).
- Strong business acumen and service delivery skills.
- Proven leadership ability with experience supervising and developing staff.
- Background in recruiting, onboarding, employee relations, and performance management.
- Exceptional written and verbal communication skills with the ability to influence and build trust.
- Excellent judgment, discretion, and professionalism.
- Highly organized, responsive, and capable of managing multiple projects simultaneously.
- Strong customer service orientation and ability to work with senior‑level stakeholders.
- Hands‑on, tactical approach with proactive problem‑solving skills.
- Ability to handle confidential information with integrity.
- Strong sense of urgency and ability to work independently or collaboratively.
- Proficiency in Microsoft Word, PowerPoint, and Excel; ability to quickly learn new systems and applications.
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