Operations Manager

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 alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; 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 20 offices across the United States, Europe, the Middle East and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

In partnership with the Senior Director of Administration (SDoA), the Operations Manager oversees the operations of the Austin office. This hands-on position is responsible for directing the implementation of operations policies and initiatives for the following departments: Guest Services/Catering, Facilities, Delivery Services (Mailroom), and Digital Services (Reprographics). The Operations Manager is responsible for the full spectrum of employee management, development, and training of all department personnel. The Operations Manager also oversees the operation of the external food and copy services and maintains other applicable vendor relationships for the office. This position is best suited to an individual knowledgeable in agile process, project, and change management practices and comfortable with exercising a high degree of independent judgment and discretion.

The Operations Manager reports directly to the SDoA, with accountability to the local Partners and other various stakeholders. The individual will collaborate with cross-functional and Firmwide teams responsible for establishing and implementing standard procedures to ensure excellent services are provided to Firm personnel and clients.

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

• Leadership and Collaboration: Proactively ensures that departments meet the needs of the office and act in accordance with Firm policies, goals, and commitments; develops and/or leads change management efforts across all phases of projects and initiatives to drive the Firm’s culture of continuous improvement; collaborates with cross-functional and Firmwide teams responsible for analyzing and recommending applications to ensure the Firm’s ability to provide excellent services to its personnel and clients; works with all levels of personnel including the Austin administrative leadership team to implement Firmwide policies and ensure cross-functional communication meets standards and are proactively upheld by all teams.
• Supervision: Recruits, hires, trains, and develops the department’s personnel, managing to the highest standards of client and internal customer service; evaluates staff performance, provides coaching and counseling as needed, and makes recommendations regarding new positions, salaries and bonuses, and terminations; ensures department personnel have adequate resources to fulfill their job responsibilities; establishes business process improvement, benchmarking, and “best practices” programs in all segments of the departments; 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; participates in recruitment, hiring, and training of contracted/temporary employees and outside vendors.
• Financial Management: Maintains and applies working knowledge of accounting procedures, including analyzing, negotiating, and facilitating payment of all vendor invoices, properly tracking and reporting on all financial aspects of the departments, and creating and managing an annual budget for the departments; analyzes monthly invoices and reviews all client and office-related charges; reviews and negotiates service agreements and annual budgets; budgets for and purchases equipment as necessary.
• Oversees the following functions including personnel, processes, and technology to ensure all service level expectations are met:
• Facilities: Communicates and negotiates with vendors and works directly with building management on any maintenance or security-related issues; oversees the management of the security system for the Austin office in close collaboration with the FW Security team.
• Guest Services/Reception and Catering: Manages the Conference Center physical space for cleanliness and readiness at all times; assists in the resolution of any conference center-related issues and ensures seamless coordination across teams; oversees daily operation of outsourced food service vendor ensuring a high level of customer service and quality product; in collaboration with the FW Guest Services guidelines, sets pricing for daily catering activities and special events.
• Digital and Delivery Services: Manages the overall function, including maintenance, upgrades and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment, postage meters, and other mailroom-related equipment; negotiates and adheres to vendor agreements.
• Purchasing and Inventory: Oversees upkeep and accuracy of purchasing materials, supply procurement, and pricing, and is responsible for ensuring all vendor coordination and purchasing is in line with Firm policies and procedures; negotiates and adheres to vendor agreements in close collaboration with Strategic Sourcing department; maintains and reports on inventory levels for various office support supplies and ensures proper levels are maintained and usage is accounted for.
• Space Utilization & Construction/Remodeling: Works closely with the SDoA on space utilization and actively proposes and provides solutions on space planning, among others, for seasonal accommodation of Summer Associates and incoming First Years; manages the process for personnel office assignments, office moves, and visitor spaces; works closely with secretarial services and Legal Recruiting on any logistical issues.

OTHER FUNCTIONS

• Plans, executes, tracks, and reports on all general support services-related operations activities.
• Produces and monitors utilizations reports for senior management.
• This role requires onsite presence Monday through Friday.
• Any other functions/duties as assigned by management.
• Develop and/or lead change management efforts across all phases of projects and initiatives to drive the Firm’s culture of continuous improvement.

Qualifications & Requirements

Education, Work Experience, Skills

• Minimum of 8 years of operations or facilities experience in a professional services organization is required, with a minimum of 3 years of supervisory experience.
• Superior client service and leadership abilities as well as a high degree of independent judgment and discretion.
• Competence in performance management, agile project management, change management, and time management.
• Experience in achieving efficient space utilization and working knowledge of directing internal construction projects is essential.
• Expertise in providing high-quality support services, including first-rate capability of directing continuous process improvement including identifying, analyzing, and problem-solving service-related issues.
• Excellent professional presentation, written, and oral communication skills.
• Proven change management skills.
• Ability to accurately collect, analyze, and report on data for all functional areas.
• Proven change management skills.

Technologies/Software

• Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook, and Excel.

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

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