FM Spotlight: Mary Lou Olson – Fenwick & West LLP

Interviewed by Sonya Verny of IA Interior Architects, IFMA NYC Secretary

Mary Lou Olson oversees approximately 66,000 square feet for the New York and Seattle offices of Fenwick & West LLP and directs the following functions: facilities, finance, HR, operations, and technology. Mary Lou’s areas of focus are space planning and development, office construction project management, human resources/relations, and budget management and development. She’s become a specialist in all aspects of opening local offices for firms headquartered in other cities, helping maintain the look and feel the firm desires while respecting and promoting local office culture.

“Mary Lou is the heart and soul of our office. We opened in 2016 with under 10 people and, in the 2.5 years since our launch, we’ve grown to nearly 75. Along the way, we’ve set up in a temporary office space and relocated to a larger, permanent home. We launched the office with transplants from our west coast offices, but we have grown largely through hiring from outside. Mary Lou skillfully managed the design and build out of our new office, collaborating with a variety of firm constituencies, from our west coast facilities staff, to firm management, to the lawyers and other professionals in the NY office. She’s also played a vital management role for our growing office, helping to shape a collection of new employees into a cohesive, productive and happy team. But Mary Lou’s most important contribution to the office is something less tangible though even more valuable than these achievements. Our firm is proud of its commitment to collaboration, fairness and integrity. We are also deeply committed to maintaining a comfortable, supportive and fun workplace for the people who work so hard to make it a success. Mary Lou is an office leader who affirms our firm’s commitments to these values in the way she does her job every day. She has helped set a tone of decency and good humor that allow all of us who work there to feel tremendous pride in what we’ve built.” - Ethan Skerry, a Founding Partner in the NY office and a member of Fenwick’s Executive Committee

What is one thing that no one knows about you?

“I have a little shop on Etsy where I sell hand-embroidered items. It’s a fun way to virtually meet people from all over the world. I love to do hand sewing in my spare time—mostly on airplanes!”

How did you get into the Facilities/Real Estate field? 

“Orrick, Herrington & Sutcliffe hired me to help open the Seattle office in 2000. After I accepted the position, the then Executive Director said something like, ‘Oh, besides hiring a staff you need to manage a build out for a new office right after you move in to your sublease space.’ My first question was ‘What is a build out?’ It was a baptism by fire, as my previous law firm experience had been limited to human resources, benefits administration and budgeting. I found that while often stressful, I loved the process of choosing and working with an architect and contractor, budgeting, value engineering, choosing finishes and presenting them to partners for approval. After the space was done, I also enjoyed managing it along with a wonderful administration team. I also do full office administration for Fenwick & West, which includes overseeing facilities for my two offices—New York and Seattle--along with an amazing team of people on site and in our California offices.”

Tell us about a favorite project highlight.

“One of many highlights for me was helping to find Fenwick’s original sublease space in New York in 2016, then working with our wonderful brokers from CBRE, our attorneys and coworkers in Mountain View to get the deal completed. I learned how important being a squeaky wheel is in a truly big city. There are so many projects out there and so many deals to be done. If you don’t constantly speak up, make calls, send messages and get your deal shuffled to the top of the stack, it won’t happen. It’s very different than working in a smaller city like Seattle, but very satisfying to me.”

What is your greatest success story?

“I was a single mom for many years to my wonderful son who is now 25. He’s my walking, talking greatest success story. He was the ‘man of honor’ at my wedding in 2015 and gave the most amazing speech. It was the proudest moment of my life. I’m also proud about being able to juggle a tri-coastal commute: offices in Seattle and New York, and husband/home in Georgetown, Texas. It’s a hectic but fun life for me right now.”

Tell us about a challenge or obstacle that you face in the Real Estate/Facilities world.

“Juggling two offices and working to create and maintain efficient and pleasant space for both attorneys and staff is definitely an ongoing challenge. Also, in New York, moving into a landmarked building constructed in 1913 has provided its fair share of obstacles. No matter how modern some of the infrastructure is you must still deal with old pipes, groaning radiators, figuring out how much HVAC you need to combat the steam heat, etc. It’s such a different experience than working in a newer building, but it does have its charms.”

What learning experience would you pass onto future FM’s?

“Reach out for help and guidance when you need it. If you are at a branch office of a firm or company, seek out your cohorts for advice and mentoring. Likewise, reach out to peers in your city. There are so many kind, knowledgeable people who will happily offer advice and assistance if you just ask.”