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Akin Gump Strauss Hauer & Feld LLP · 1 day ago

Director of Facilities and Workplace Experience

Philadelphia, PA

Full-time

Onsite

Director/Executive

$175K/yr - $275K/yr

10+ years exp

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm seeking a Director of Facilities and Workplace Experience. The role is responsible for providing U.S. wide functional leadership for Office Services, optimizing vendor relationships, and supporting strategic real estate and workplace initiatives across all U.S. offices.

Hiring Manager

Raechel Reynolds

Responsibilities

Develop and maintain expectations, standards, processes and metrics for Office Services while respecting direct reporting lines. Partner with Local Office Administrators to implement and monitor these standards and address gaps across offices

Conduct monthly meetings with OS teams nationwide to align processes and performance

Oversee tracking and reporting of service performance metrics using ServiceNow and provide regular updates to firm leadership

Lead U.S. strategy for office services vendors and equipment (copiers/MFDs, mail/courier, supplies, etc.), including RFPs, renewals, standards, and pricing

Establish preferred standards for equipment models, service levels, and refresh cycles, and advise local offices on purchases and changes

Key business services owner for vendor relationships and contracts such as Xerox, Copitrak, PS Ship, UPS, EMS, and others to optimize purchasing power and ensure best practices in contract management

Support the Senior Director of Operations on business resumption planning for Office Services and Facilities including annual updates of emergency procedures across U.S. offices

Support the Senior Director of Operations with all real estate documentation and activities including renewals, expansions, and consolidations, gathering and maintaining data and partnering with brokers and internal stakeholders, as needed

Maintain HarborFlex or equivalent lease management databases; track key lease dates, options, and obligations notifying firm management, as needed, of upcoming deadlines

Manage subtenant invoicing, operating expense and real estate tax reconciliations, and chargebacks to ensure accurate and timely payments

Support hoteling initiatives, working closely with Office Services and Guest Services on implementation and protocols along with IT on necessary technology enhancements

Review and analyze attendance data to make recommendations for best practices in space utilization and hoteling initiatives

Oversee operational setup when opening new offices, including procurement of equipment, supplies, and services such as catering, conference support, security, and copiers

Participate in tenant improvement projects of varying scope, including RFP processes for construction, architecture, consultants and project management services

Coordinate signage installations and updates in alignment with firm branding standards

Oversee compliance of real estate and construction related contracts, including review with General Counsel and outside counsel as needed

Partner with IT to manage security installations, upgrades, and vendor coordination across U.S. offices to include budgeting and ensuring compliance with local regulatory requirements

Identify and implement appropriate security protocols and procedures in compliance with GC guidelines and best practices to ensure the security of our U.S. offices

Serve as the primary business owner for operations technology platforms, including Eptura, ServiceNow, EMS, HarborFlex, Office Depot purchasing platforms, PS Ship, package tracking systems, and other related tools

Evaluate, recommend, and implement new platforms and tools in partnership with IT to increase efficiency and service delivery

Use data and reporting from these systems (e.g., usage, service levels, occupancy, costs) to recommend operational improvements

Manage contract reviews, negotiate vendor agreements, and ensure compliance with firm and legal standards

Develop and manage the operating and capital budgets for facilities and office services, including forecasting, variance analysis, and long‑range planning for capital projects

Qualification

Facilities ManagementVendor ManagementLease AdministrationOperational TechnologyBudget ManagementProject ManagementCommunication SkillsAnalytical SkillsService OrientationLeadership SkillsOrganizational SkillsProblem-Solving Skills

Required

Bachelor's degree in Facilities Management, Business Administration, Operations, or a related field; advanced degree or certification preferred

10+ years of progressively responsible experience in facilities, workplace, real estate, or corporate operations management in a multi-office, cross cultural environment with major law firms, professional services firms or other similarly sophisticated institutions

Demonstrated experience managing vendors and contracts, supporting lease and construction projects, and leading distributed teams; strong communication, negotiation, and change‑management skills

Strong knowledge of real estate lease administration, vendor contract management, and office services operations

Demonstrated track record in managing large-scale operational projects, including technology implementations and significant office buildouts

Expertise with operational technology platforms such as ServiceNow, PS Ship, hoteling platforms and lease management systems

Proficiency in office equipment used on a regular basis including computers, printers, copy machines, facsimile machines and telephones

Proven leadership experience managing multi-office teams and vendor relationships

Ability to operate strategically

Strong leadership skills and willingness to function as a role model across offices

Proven experience driving positive transformation and innovation in a professional services setting

Knowledge of OSHA and other relevant state and federal laws related to the support departments

Excellent judgment and common sense

Strong organizational and time management skills, including the ability to organize self and others, work independently, take initiative and see projects through to completion

Strong analytical and problem-solving skills

Excellent written and oral communication skills, including grammar, spelling and punctuation

Ability to meet deadlines and respond to changing priorities

Ability to handle many tasks simultaneously

Ability to work with a wide range of people in a team setting and ability to establish effective working relationships within the department, office, firm, clients, vendors and others outside the firm

Strong service orientation

Commitment to professional growth