Director of Facilities and Workplace

Position: Director of Facilities and Workplace Experience
Location: Washington, DC or Philadelphia
Schedule: 9:00 AM to 5:30 PM
FLSA: Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Director of Facilities and Workplace Experience, working under the general supervision and direction of the Senior Director of Operations - U.S.

The role can reside in the Philadelphia or Washington, DC office and will be responsible for providing U.S. wide functional leadership for Office Services across all U.S. offices, partnering with Local Office Administrators and their onsite Office Services Managers and Coordinators to drive consistent, technology-enabled operations, optimize vendor relationships and equipment standards, and support strategic real estate and workplace initiatives. The role will help shape how people use space while optimizing back-of-house functions and partnering with client-facing front of house teams to ensure seamless delivery of workplace experience.

Key areas of focus include facilities management; space utilization - hoteling, renovation and maintenance; office services; security; lease administration; and oversight of technology platforms that support these areas. The Director of Facilities and Workplace Experience is expected to perform all responsibilities with a commitment to providing superior service to the firm's attorneys, advisors and staff, while maintaining an atmosphere of teamwork and continuous improvement.

Key responsibilities of this position include :

Office Services and Operations Support

• 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 Service Now 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

Facilities Management & Lease Administration

• 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 Harbor Flex 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…