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Associate Director of Operations

Job ID: 6955

Updated: Dec 19, 2022

Location: Houston, TX, United States

Category: Facilities/Office Services

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About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.
 
As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and management; restructurings; high-stakes litigation and trials; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,000+ lawyers) operating from 18 offices across the United States, Europe and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

The Associate Director of Operations is responsible for ensuring the successful operation of the general support service departments within the Texas Kirkland & Ellis offices.  The Associate Director of Operations is responsible for the day-to-day operation of many of the support departments within the Houston office, and advisory support for the Dallas and Austin offices.  This position is also responsible for directing the implementation of operations policies and initiatives for the following departments:  Conference Services, Facilities, Mailroom/ Delivery Services, Digital Services, and Purchasing.  The Associate Director of Operations also manages the operation of the outsourced food services, outside copy services, facilities maintenance, and building management vendors and relationships.  This position requires an extremely high degree of independent judgment and discretion. 

The Associate Director of Operations is responsible for the management, training, and development of all managers, supervisors, coordinators, and staff members in their departments, while executing a high level of customer service and team approach to the daily operations. The Associate Director of Operations is expected to write and deliver performance evaluations, manage conflict and resolve disagreements constructively, perform and properly document counseling sessions, determine and recommend salary adjustments, guide and motivate staff to achieve goals, and coordinate the hiring and termination process.

Essential responsibilities for this position include: planning, executing, tracking and reporting on all general support services-related operations activities, maintaining control of the general services budget, overseeing the performance of staff by setting performance expectations, developing plans for ongoing skill development, evaluating performance and providing routine feedback.  The Associate Director of Operations is expected to collaborate with cross-functional and firm-wide teams, as well as daily collaboration with the Houston office management team and strategic collaboration with the Dallas and Austin leadership.

This position requires an individual with superior customer service, professional communication, and team leadership abilities.  Qualified candidates will demonstrate strong competence in performance management, project management, and time management.  The selected candidate will demonstrate expertise in providing high-quality support services, including his or her first-rate capability of identifying, analyzing, and problem-solving service-related issues.  Qualified candidates must demonstrate excellent written and oral communication skills.

ESSENTIAL JOB FUNCTIONS

  • Ensures proper functioning of the above support services departments in accordance with organizational policies, goals, and commitments.
  • Takes ownership of the planned implementation of a workspace management software.  Accurately collects, analyzes and reports on data for all functional areas.
  • Responsible for the analysis, negotiation, and payment of all vendor invoices, and properly tracks and reports on all financial aspects of the operations departments, including the creation and management of an annual budget.
  • The Associate Director of Operations will manage different areas of technology and staff including:
    • Facilities - Will oversee staff members in the department, negotiate with vendors, and work directly with building management on any maintenance, or security related issues; will oversee the management of the security system for the Houston office
    • Conference Services - Will work closely with Houston Guest Services Supervisor to oversee staff members in the department, assist in the resolution of any conference center related issues, and ensure smooth coordination between Conference Services and Foodservice, Conference Technology, and Facilities departments. 
    • Digital Services - Will oversee staff members in the department. Responsible for the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
    • Mailroom/ Delivery Services - Will oversee staff members in the department. Responsible for the maintenance, upgrade and configuration of all mailroom related equipment, postage meters and other mailroom equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
    • Purchasing - Oversee upkeep and accuracy of purchasing database, supply procurement and pricing, and will be responsible for all vendor coordination; will negotiate and adhere to vendor agreements; ensure all service level expectations are met; adhere to and enforce the Firm’s purchase policies.
    • Space Management - Manage the process for attorney office assignments, office moves, and visitor spaces; work closely with secretarial services on logistical issues; work with local and firm-wide teams on the implementation of space management software, and be the main point of contact for the Houston office with the vendor.
    • Food Service – Will work closely with Houston Guest Services Supervisor to oversee daily operation of outsourced food service vendor ensuring a high level of customer service as well as a consistently high-quality product; set pricing for daily catering activities and special events, analyze monthly invoice and review all client and office related charges; review and negotiate service agreements and annual budgets; budget for and purchase catering equipment as necessary.
  • Will maintain and report on inventory levels for various office support supplies for each of their departments, and ensure proper levels are maintained and usage is accounted for.
  • Works closely with Director of Administration on space utilization and actively propose and provide solutions on space planning for, among others, seasonal accommodation of Summer Associates and incoming First Years. Manage the process for general attorney office assignments, office moves, and visitor spaces.
  • Responsible for recruiting, developing and evaluating a staff of professionals and outside vendors.
  • Responsible for submitting, monitoring and maintaining control of the general support services budget for Conference Services, Facilities, Mailroom/ Delivery Services, Digital Services, and Purchasing within the Houston office.
  • Partners with all levels of Houston office staff to implement best practices, share best practices across the Texas offices and with peers Firmwide, and develop trainings and standard operating procedures relatedly.
  • Acts as an advisor to Operations staff in the Kirkland Dallas and Austin offices. Routinely, or as needed, traveling to the offices for support and guidance.
  • Manage and provide performance feedback to the departmental managers, supervisors, coordinators, and support staff.
  • Recommend staffing needs for various support departments, including new positions, new hires, and terminations.
  • Ensure all support staff has adequate resources to fulfill their job responsibilities.
  • Collaborate with cross-functional and firm-wide teams responsible for analyzing and recommending applications to ensure the Firm’s ability to provide excellent services to its staff and clients.
  • Other duties as assigned.

Qualifications & Requirements

QUALIFICATIONS & REQUIREMENTS

Education, Work Experience, Skills

  • Bachelor’s degree and 10 years of relevant operations experience, or equivalent
  • 5+ years of leadership experience, professional services preferred
  • Superior customer service, professional communication, and leadership abilities
  • Competence in performance management, agile project management, change management and time management
  • Expertise in providing high-quality support services, including his / her first-rate capability of directing continuous process improvement including identifying, analyzing, and problem-solving service-related issues
  • Excellent written and oral communication skills
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook, and Excel
  • Ability to accurately collect, analyze and report on data for all functional areas.

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.