Head of Multisite Office Operations & Facilities

Jobtailor; Los Angeles (CA); On-site; USD 100,000 - 150,000; Full time

Job summary

Jobtailor seeks an experienced Office Operations Manager to oversee the Los Angeles, Portland, and San Francisco offices, ensuring facilities, administration, and staff align with our strategic goals. Lead vendor relations, implement efficient processes, supervise support teams, and drive cost control across locations.

You will coordinate office openings, relocations, space planning, and client-facing workflow while maintaining document management and disaster preparedness.

Qualifications

• Oversee office operations, facilities, and administrative functions for the LA, Portland, and SF offices.
• Provide strategic oversight and align operations, facilities, and staff.
• Evaluate procedures and implement more efficient practices.
• Develop relationships with attorneys, business professionals, Office Administrators, and Chiefs.
• Assist with office openings and relocations, including space setup, furnishings, technology, supplies, vendors, and contractors.
• Supervise Legal Assistants, Paralegals, and Office Operations/Facilities support in LA and Portland.
• Assign workloads, manage performance, and support professional development.
• Manage external vendors, contracts, SLAs, and service delivery.
• Plan office layouts, seating arrangements, and conference room setups.
• Manage physical space, lease negotiations, landlord relations, mail, reprographics, reception, and food services.
• Oversee guest services, reception, client meetings, office security, and disaster preparedness.
• Develop administrative best practices for document management, correspondence, meetings, filing, research, client communications, and scheduling.
• Partner with Finance on office financial plans, budgets, resource allocation, spending, and cost control.
• Support WIP review, billing, collections, billing discrepancies, client statements, and personal expense reimbursement reconciliation.

Responsibilities

• Oversee office operations, facilities, and administrative functions for the LA, Portland, and SF offices.
• Provide strategic oversight and align operations, facilities, and staff.
• Evaluate procedures and implement more efficient practices.
• Develop relationships with attorneys, business professionals, Office Administrators, and Chiefs.
• Assist with office openings and relocations, including space setup, furnishings, technology, supplies, vendors, and contractors.
• Supervise Legal Assistants, Paralegals, and Office Operations/Facilities support in Los Angeles and Portland.
• Assign workloads, manage performance, and support professional development.
• Manage external vendors, contracts, service-level agreements, and service delivery.
• Plan office layouts, seating arrangements, and conference room setups.
• Manage physical space, lease negotiations, landlord relations, mail, reprographics, reception, and food services.
• Oversee guest services, reception, client meetings, office security, and disaster preparedness.
• Develop administrative best practices for document management, correspondence, meetings, filing, research, client communications, and scheduling.
• Partner with Finance on office financial plans, budgets, resource allocation, spending, and cost control.
• Support WIP review, billing, collections, billing discrepancies, client statements, and personal expense reimbursement reconciliation.

Skills

Office Operations Management

Administrative Services

Vendor Relations

Leadership Skills

Budgeting and Cost Control

Education

Degree or equivalent experience in business/administration

Tools

Microsoft Office Suite

Google Workspace

Document Management Systems

Case Management Systems

Job description

Jobtailor seeks an experienced Office Operations Manager to oversee the Los Angeles, Portland, and San Francisco offices, ensuring facilities, administration, and staff align with our strategic goals. Lead vendor relations, implement efficient processes, supervise support teams, and drive cost control across locations.

You will coordinate office openings, relocations, space planning, and client-facing workflow while maintaining document management and disaster preparedness.