Operations Supervisor

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 3,500+ lawyers) operating from 19 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

Reports to the Operation Manager for the San Francisco office.

Supports the delivery of quality service to clients and firm personnel by coordinating general repairs and maintenance to the office premises, furniture and equipment; assisting with office moves and furniture sets in the Conference Center, and working collaboratively and cooperatively with others in a team-oriented environment.

ESSENTIAL JOB FUNCTIONS

Essential functions include those set forth below. Regular and predictable attendance is an essential function of the job. Occasional overtime and schedule adjustments will be required to come in early, stay late, or delay lunch breaks in order to provide coverage. (This list is not exhaustive and may be supplemented and changed as necessary.)

Leadership  

Leads by example and provides guidance to proactively ensure that Departments meet the needs of the office. Communicates and works effectively with other managers, coordinators, attorneys and staff in the office and Firmwide. Responsible for supervision of Digital Services, General Services, and Facilities teams.

Supervision

 Maintains an appropriate level of staffing in the department. Hires, trains, and develops the department’s personnel, managing to the highest standards of client and internal customer service. Delegates certain coordination functions, providing guidance and direction to ensure quality. Evaluates staff performance, provides coaching and counseling as needed, and makes recommendations regarding salaries and bonuses. Establishes business process improvement, benchmarking and “best practices” programs in all segments of the department. Ensures that adequate cross-training takes place within Departments. Promotes a working environment that fosters excellence, open communication, productivity, teamwork, quality service and high morale.

Maintains Office Premises, Furniture, Artwork and Equipment:

• Coordinates general maintenance and repairs to the offices premises, furniture and equipment; monitors and reports light bulb replacement requests, notifies the Operations Manager of need for outside repair services.
• Coordinates the maintenance of furniture and artwork inventory.
• Conducts routine premises inspections after repair services.

Assists with Preparing Offices for Arrivals and Departures:

• Assists in preparation and conducts pre-arrival inspections of offices and workstations for new employees and visitors to ensure the area is clean and ready in advance of arrivals, and that all designated checklist steps are complete.
• Conducts a pre-departure inspection of offices and workstation for departing employees to ensure that any required repairs or maintenance is scheduled. 

Provides Administrative Assistance to Operations Manager:

• Performs general administrative duties such as answering department phones, prioritizing work requests.
• Coordinates scheduling service for HVAC, carpet, painting, security and all other facilities-related vendors based on service agreements.
• Maintains documentation for insurance, vendor service agreements and specific building requirements for all contractors and vendors.

Assists with Office Safety and Security:

• Is trained and becomes knowledgeable regarding the emergency response procedures for the Firm and the building; ensures that all fire exits and corridors remain clear and unblocked at all times; knows the location and how to use the fire alarms, fire extinguishers, emergency supplies, and AED equipment.
• Maintains inventory of emergency response supplies.
• Maintains inventory of office, furniture, and file keys.

Works Cooperatively and Collaboratively with Others:

• Provides pro-active and responsive customer service in compliance with the Facility & Guest Services Standards and Operating Procedures.
• Works cooperatively with other Administrative departments and other firm personnel.

Other Related Duties:

• Special projects will be assigned by the manager.
• Remains flexible with working hours based on departmental needs, including on-call availability after regular shift.
• Other miscellaneous responsibilities as assigned by the manager.

Qualifications & Requirements

The Operations Supervisor will need a minimum of two years of supervisory experience in a related role. This role will work in the San Francisco office Monday-Friday during the business hours of 8:30 am - 5:00 pm with flexibility for overtime and on-call coverage, including Saturdays.

• Knowledge, Skills and Abilities:
• • Strong customer service skills
  • Effective communication skills and the ability to follow instructions
  • Solid organizational skills, interpersonal skills, and attention to detail
  • Ability to work both independently and collaboratively as part of a team
  • Ability to work under pressure in a fast-paced environment and to act quickly while remaining calm and polite
  • Ability to use a computer for data entry and e-mail
• Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to stand and walk, as well as to lift, carry or push objects such as boxes and equipment weighing up to 50 pounds. The employee is occasionally required to sit, stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.

How to Apply

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

For applicants who are based in Bay Area, visit the following link for pay range information: http://staffjobsus.kirkland.com/pages/BAJOBID7363

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. #LI-Onsite #LI-LW2