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  • Office Administration Manager - San Francisco - William Blair

    William Blair
    William Blair San Francisco

    4 days ago

    Default job background
    Accounting / Finance
    Description

    Solutions for Today's Challenges. Vision for Tomorrow's Opportunities.

    The Premier Global Boutique

    With a legacy spanning nine decades, William Blair has delivered trusted advice to our clients. We continue to deepen our expertise and relationships across regions, asset classes, and markets throughout North America, Europe, Asia, and Australia.

    We are committed to our people and culture, values, clients, and local communities.

    We differentiate ourselves as an independent partnership, where employees bring unique experiences, perspectives, and backgrounds. We provide advisory services, strategies, and solutions to meet clients' evolving needs in dynamic market conditions and various industries.

    We strive to attract the most qualified and passionate candidates who specialize in investment banking, investment management, private wealth management, and other business functions.

    We prioritize creating an inclusive culture and fostering employees' professional and personal growth. We empower our team members to contribute their best thinking each day, ensuring we deliver tailored work and problem-solving abilities that our clients expect.

    We take pride in our long-term partnerships with the communities in which we live and work, a legacy inherited from our founder.

    We invite you to learn about how we pursue excellence in everything we do and empower our clients' success with passion, creativity, and rigor.

    Job Description

    The Office Administration Manager will execute office administration services to meet the needs of local staff, managing large or complex office construction projects. They will serve as a contact point or escalation for office services questions, issues, or special requests.

    Responsibilities include:

    • Executing office administration services to meet the needs of local staff, including office buildouts/relocations, furniture moves, repairs/maintenance, meetings/conference room services, technology troubleshooting, and general office operations.
    • Monitoring the annual office administration budget to ensure alignment and allocating invoices for payment.
    • Managing key aspects of office construction projects from initial planning to final move-in, leading the vendor selection process and ensuring corporate space/design standards are followed.
    • Monitoring office services outsourcing/contractor relationships, such as reception, mailroom, conference room/meeting planning, etc., ensuring outsourced staff meets performance expectations and service commitments.
    • Arranging maintenance/repairs when needed, ensuring quick response and minimal disruption.
    • Serving as a contact for office services questions, issues, or special requests.
    • Maintaining relationships with local office management and employees to stay informed of needs and employee satisfaction.
    • Maintaining relationships with external vendors, outsourcing firms, and other office administration professionals, liaising with the landlord, property manager, and local suppliers.
    • Maintaining relationships with corporate WREM staff to stay informed of corporate standards, trends, and changes, leveraging these relationships to respond to local office services needs/requests when needed.
    • Helping develop meeting room and hospitality procedures specific to each office location and monitoring for efficiency and cost-effectiveness.
    • Planning and coordinating office-wide events (holiday party, community engagement, alliance groups).
    • Coordinating with the Director of Security to develop and implement safety procedures.
    • Developing and overseeing the office supply program and monitoring for cost-efficiency.
    • Acting as liaison with Brand Marketing & Communication (BMC) for communication and implementation of BMC initiatives.
    • Additional responsibilities as requested.

    QUALIFICATIONS:

    • Bachelor's Degree and/or 5+ years of office management experience required.
    • Ability to successfully lead a team and work effectively in a team environment.
    • Commitment to satisfying internal and external customers.
    • Good organizational, communication, and daily prioritization skills.
    • Basic working knowledge of Microsoft Office products.
    • Excellent verbal and written communication skills.
    • Proven problem-solving and critical thinking skills.
    • Willingness to adapt to change.
    • Ability to work in a fast-paced environment.
    • Strong time management and project management skills.

    A reasonable estimate of the current base salary range at the time of posting is below. Base salary does not include other forms of compensation or benefits. Actual base salary within the specified range is based on several factors, including but not limited to applicant's skills, prior relevant experience, specific degrees and certifications, job responsibilities, market considerations, and, if applicable, the location of the position.

    This role is eligible for either a discretionary annual bonus (based on company, business unit, and individual performance) and/or commission-based incentives.

    Our featured benefit offerings include medical, dental, and vision coverage, employer-paid short & long-term disability and life insurance, 401(k), profit sharing, paid time off, Maven family & fertility benefit, parental leave (including adoption, surrogacy, and foster placement), as well as other voluntary benefits.

    Salary Range: $73,000 — $130,000 USD

    William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from military service, or on the basis of a physical or mental disability unrelated to the employee's ability to perform the duties of the job applied for.

    Be aware of hiring scams: William Blair has clear processes and guidelines with regards to recruiting. We do not request personal financial information in connection with an employment application nor does William Blair extend any employment offers without first conducting an interview through one of its registered offices.

    Note to External Recruiters / Search Firms: William Blair does not accept unsolicited resumes and will not pay for any placement resulting from the receipt of an unsolicited resume. Any unsolicited resumes received will not be considered as a valid submission.


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