Job Description Summary:

Fenwick is seeking an Office Services Supervisor who will collaborate with the Office Administrator on day-to-day office operations providing various support as it relates to facilities, office services, and reception/catering needs for the office. They will collaborate with the larger teams across the firm to maintain firmwide standards and protocols. The Office Services Supervisor is an active member of the office’s Emergency Response Team and an escalated point of contact for Property Management.

This position requires five days on-site in our downtown Seattle, WA office and requires a 40-hour work week supporting a 9:00 am – 6:00 pm daily schedule.

Job Description:

Operations Supervision

• Responsible for the day-to-day management and operations of the mailroom and copy center to ensure efficient, effective, and accurate handling of incoming mail/packages, interoffice mail, and print/copy/scan projects.
• Responsible for the supervision of the Receptionist & Catering team to ensure we are providing exceptional customer service to our external and internal clients.
• Responsible for training, coaching, and guiding the direct reporting staff on adhering to office procedures and policies, in addition to meeting the department standards (including the use of Facilities License Agreements when needed).
• The ability to effectively coordinate team workflow, projects, and services to facilitate efficiency during peak and non-peak times.
• Be a reliable source to provide back-up support for the reception/catering and office services teams, as needed.
• Provide ongoing feedback to the team to encourage growth and development.
• Provide training and share resources to help support the feedback/development.
• Communicate firm/department goals as well as the goals of the team and how the employee(s) can execute these goals.
• Provide training on equipment use, safety, and injury prevention.
• Responsible for fostering a collegial team environment by, encouraging teamwork and collaboration across team and firm by working with colleagues in other offices.
• Review and approve timecards and PTO requests.
• Manage PTO coverage to make sure there is appropriate coverage.
• Coordinate with the Office Administrator, to review and revise policies and procedures, as needed.
• Provide additional support for the Pro Bono team by handling:  printing documents, shipping items to various locations, proofreading and providing basic technical support for attorneys.
• Consult with the Pro Bono team to determine cost-effective processes for requests made.
• Solicit feedback from secretarial, paralegal, or other office personnel about services offered and where improvements or other services are needed.
• Propose innovative approaches to issues and procedural changes to ensure there is an effective and efficient result.
• Develop department goals and objectives, taking in consideration firm goals and cost analysis.
• Report weekly to the Office Administrator regarding areas of responsibility.
• Perform additional tasks as necessary.

Vendor Management

• Research and vet potential vendors.
• Managing existing vendor relationships and identifying needs or gaps to the Office Administrator on quality of services and products.
• Ensure vendor COIs are up-to-date and pass downs are submitted for all on-site visits.
• Manage and process vendor invoices through Chrome River.

Facilities

• Partner with Office Administrator on various initiatives as it relates to property management, repairs and other office wide projects as identified.
• Coordinate daily building and facilities-related issues, including issuance and programming of access cards, office maintenance issues, office setup for new employees, and office moves.
• Be an active member of the office’s Emergency Response Team.

IT

• Provide end-user hardware and software support as issues are escalated from Service Desk.
• Prepare and issue replacement equipment to employees.
• Program Cisco phones and ensure Webex Calling workspaces are assigned and maintained accurately.
• Coordinate with firmwide AV team to meet in-office AV/VC support needs.
• Serve as a point of escalation within the IT department for questions relating to Facilities-specific tools, programs, and processes.

Knowledge, Skills and Abilities:

The ideal candidate will demonstrate the following attributes:

• Self-Starter, able to work with minimal support and/or in a team environment with professionals at various levels while maintaining a positive and professional demeanor.
• Possess strong analytical and problem-solving skills.
• Effective verbal and written communication skills.
• Ability to handle and maintain confidential and sensitive information with the appropriate discretion.
• Ability to organize and prioritize multiple tasks in fast paced, deadline-driven environment.
• Attention to detail is required to deliver accurate and thorough work product.
• Ability to use good judgment to assess various courses of action and their potential impact.
• Demonstrate flexibility, professionalism, diplomacy, and tact to accommodate changing needs of the business.
• Ability to train, develop and mentor a team.
• Contributes to building a positive team environment.
• Ability to lift up to 50 pounds.

Reporting to the Office Administrator, the ideal candidate will have 2-3 years of experience in the facilities/office services space in a professional services firm. Knowledge and experience using MS Office Suite (Excel, Outlook, Word, PowerPoint) and knowledge and experience operating and maintaining copy/print machines required. Bachelor’s degree preferred.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$76,000 - $103,000

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.