Office Supervisor

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Office Supervisor
Duties: Daily supervision and coordination of the Front of House and Office Services teams including project assignment, task prioritization, and coverage. Review and approve timesheets and time-off requests. Supervise the team's performance in conjunction with the Head of Administration, West Coast. Supervise staff to ensure that all client facing spaces are well maintained, fully stocked, and ready to meet the needs of clients meeting on-site or virtually with **MEMBERS ONLY**SIGN UP NOW***. fee-earners and others. Ensure that IT and AV equipment in client-facing spaces and Conference Rooms are fully operational and provide support where necessary. This may require being on-site prior to, during, and after meetings/events to test, monitor, and shutdown equipment. Partner with building management, engineers, and staff to address office related needs. Ensure that building requirements are satisfied, such as maintaining current Certificates of Insurance for the firm and also for vendors accessing the office for deliveries or to perform services. Arrange for janitorial services as needed. Act as the primary contact for outside vendors for the purpose of office visits, issue resolution, and maintenance, and ensure they are meeting expected service levels. Oversee the maintenance of the firm’s office equipment including copy machines, fax machines, scanners, and postage meter. Oversee and coordinate new and replacement equipment installations. Liaise with Firm personnel and the Office Managing Director to assign workspace, telephone extensions, firm equipment, and building and office access. Assist with the planning, and coordination of all office moves and internal relocations. Responsible for on-site security and safety initiatives, processes, and procedures including the Security Access system(s) and leading the Emergency Response Team. Manage and communicate emergency procedures for the office to all employees, including evacuation procedures and emergency notification system. Assist with the on-boarding process, new hire orientation, and departure process for attorneys and staff. Partner with Business Services managers to assist with on-site supervision. Work closely with the Secretarial Supervisor to assist with oversight of secretarial requests and coverage needs. Coordinate internal and external events with the Marketing & Business Development team and/or Office Managing Director. This may include assisting with the planning, set-up, and breakdown of events. Receive, review, code, and approve all invoices for office related supplies, maintenance performed by outside vendors, and building engineers. Maintain a digital file of all invoices processed for payment. Coordinate with the US Controller/Financial Manager to process daily checks; manage petty cash on site. Assist Head of Administration, West Coast with annual budget process for office. Contribute to the development and coordination of green initiatives. Serve as a member of firm-wide committees and act as the local office contact for all firm-wide sustainability projects, initiatives, and roll-outs. Other responsibilities and projects as assigned.

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