Overview

Are you a high-energy, detail-oriented achiever with experience in both office operations and event coordination?

Orrick currently has an exciting opportunity for an Operations Specialist in the San Francisco office. The Operations Specialist will have an important role in day-to-day office operations and coordination of a wide range and robust schedule of client and internal events. The individual in this position is required to work successfully with clients, outside groups, lawyers, and team members to identify operations and event needs and deliver top quality service at all times.

The Operations Specialist will work in conjunction with the Director of Administration to provide functional support of all aspects of the building operations for a 250 person office, and with the Events Team to provide full scale support for firmwide events, from logistical planning, coordination with other departments, day-of set up and oversight, invoicing, and other related activities.

Due to the hands-on nature of this dynamic role, this is a 100% onsite position in the beautiful San Francisco office. This is an exempt position, with an anticipated general work schedule of Monday through Thursday, or approximately 30 hours a week. Flexibility is required for working some Fridays, after-hours and an occasional weekend day.

Responsibilities

Office Services:

• Full working knowledge of all building operations and procedures, including maintenance, security, and delivery procedures.
• Responsible for establishing office maintenance priorities and working with building management, security and janitorial services for service and events needs as they arise.
• Maintain records regarding vendors, including facility maintenance and purchasing.
• Manage the invoicing process with the Director of Administration for operations and leased services invoices.
• Manage the relationship with the leased services providers for mail, copy, facilities, reception and café services and coordinate onsite work with leased services teams as needed.
• Manage the coordination of in-house moves.
• Maintain full knowledge of all machine operations regarding food service areas (coffee and soda machines, microwaves, refrigerators, dishwashers, vending machines).
• Actively participate in the Emergency Floor Warden program.
• Other operations tasks as assigned.

Event Coordination:

• Manage the office services responsibilities as it relates to internal and external events.
• Provide information to event organizers and hosts regarding policies and procedures pertaining to events (visitor protocols, COI’s, etc.).
• Oversee and communicate event set up and logistical requirements with all necessary teams including Events, Office Services, Reception, and IT, and arrange for and manage building and security services.
• Determine and schedule space and resources appropriately for events and meetings.
• Gather, document and communicate all costs with meeting and event organizers/hosts. Raise any unexpected costs or budget overages with appropriate parties and present options for possible event adjustments.
• Work with the food services team to provide high-quality and creative office events and catering menus.
• Handle catering and related food/beverage invoices and insure proper client/matter codes are provided for all events and meetings.
• Coordinate with local IT department and leased services team members regarding conference rooms needs including food, AV and any other equipment for events and meetings.
• Adjust work schedule, as needed, to support and attend after-hours or weekend events or meetings.
• Other duties as assigned.

Qualifications

• 3 years of hands-on experience in building office operations, preferably within a large professional services or corporate environment.
• 2 years of event planning and/or catering experience with both large scale and small scale event coordination.
• High level attention to detail.
• Working knowledge of how to budget, forecast and track spending.
• Strong written and verbal communication skills.
• Ability to build rapport with all levels within an organization.
• Strong time and project management skills including the proven ability to manage multiple projects at the same time.
• Flexible and able to adapt to changing list of priorities.
• High proficiency in Microsoft Word, Outlook and Excel and proven ability to utilize new technology.

Who is Orrick? Orrick is a global law firm focused on serving the technology & innovation, energy & infrastructure and finance sectors. Founded more than 150 years ago in San Francisco, Orrick today has offices in 25 markets worldwide. We are recognized worldwide for delivering the highest-quality legal advice through our diverse teams and for our culture of innovation and collaboration. Financial Times selected Orrick as the Most Digital Firm of 2020, and in the past five years, the Most Innovative Law Firm of the Year three times and runner-up twice. For the eighth year in a row, Fortune named Orrick to its 2023 list of the 100 Best Companies to Work For. Learn more about our awesome employee experience here: Fortune 100 Great Place To Work certified company.

Compensation and Benefits

The expected salary range for this position is between $54,960 - $71,340. 

Orrick is committed to providing a comprehensive, competitive, and thoughtful total compensation package to our attorneys and staff, wherever they work. This compensation and benefits information is based on the Orrick’s estimate as of the date of publication and may be modified in the future. The level of pay within the range will depend on a variety of job-related factors that may include, but not limited to, qualifications, relevant experience or education, particular skills or expertise, geography. Other compensation may include an annual discretionary merit bonus, which would be determined by Firm and individual performance. 

We offer a full range of elective health benefits including medical, dental, vision and life insurances; robust mental well-being benefits; child, family, elder, and pet care benefits; short- and long-term disability benefits; a health savings account (w/applicable medical plan), flexible spending accounts, long-term care insurance, and a 401K program. This role is eligible to employees will receive compensated time off through our Paid Time Off program, generous Parental leave benefits, and paid holidays.

Please visit www.orrick.com for more information about the firm.

How to Apply: If you are searching for a chance to create an impact, you have a little grit and you love working with a team, we want to talk with you. To submit your resume and cover letter for this position, please visit our Staff and Paralegal Opportunities Listings at www.orrick.com/Careers.

We are an Equal Opportunity Employer.

Consistent with the SF Fair Chance Ordinance, an arrest and conviction record will not automatically disqualify a qualified applicant from consideration.

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