Director of Office Operations

Summary

The Director of Office Operations ensures that business strategies and tactics to support operational business needs are effectively planned and implemented.  Overall responsibilities extend to both day-to-day business issues and longer term planning and strategic matters.  The role of the Director of Office Operations is to maximize effective and efficient management of the business of the Firm while removing, to the extent possible, the business administration burden of Firm operations from practicing attorneys.  The Director of Office Operations promotes a “client service” environment in support of the attorneys.  He/she is responsible for the administration of Firm policies, practices and procedures, and the collaboration of all support services.  In the NY office, the Director of Office Operations plays a lead role in fostering strong relationships between attorneys and staff in support services including: mail services, food services, housekeeping, supplies, reception and maintenance through five direct reports, and out-sourced operations of duplicating, fax, printer maintenance, travel and car services.  He/she manages office space including design and construction of remodeling and renovation projects.  The Director of Office Operations provides support and oversight in these areas to the branch office Directors of Administration.

The Director of Office Operations reports to the Chief Operating Officer. This position has Firm-wide responsibilities and the Firm provides support services 24×7.                         

Responsibilities

Goal:  To provide an efficient and effective working environment with respect to services and facilities, to support smooth office operations and facilitate attorney productivity and a welcoming office environment for all personnel and guests.

• Maintains positive employee relations by working and communicating collaboratively with attorneys and staff. Establishes, implements and enforces policies and procedures.  Anticipates the needs for support services and delivers effectively. Provides leadership and direction.
• Prepares annual operating expense budget for the NY office, monitors variances and initiates corrective actions. Reviews and approves vendor invoices and expense reports. With Accounting, reviews vendor contracts, pricing and service level agreements; initiates RFP process as necessary. Establishes and maintains appropriate vendor relationships.
• Works with building management on day-to-day facilities issues such as building security, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues. Monitors office operations in a 24×7 environment.  Review of building operating costs.
• Provides oversight and coordination of real estate projects including site selection, budget, layout design, and construction management with outside vendors and consultants. Works closely with the Space Committee and Accounting to accomplish the Firm’s real estate objectives.
• In partnership with the Director of Human Resources approves all staffing decisions for the NY office including hiring and terminations, makes recommendations for salary increases, and determines appropriate salary levels for support staff.
• Responsible for employee development and departmental efficiency. Oversees management of staff and provides counseling and career development opportunities.
• Recommends, implements and enforces Firm policies and procedures. Participates in peer group meetings with other NY law firms:  suggests and adopts best practices.
• In conjunction with the CIO and Director of Human Resources manages the emergency preparedness program including periodic drills in coordination with the building.
• Play a significant role in long-term planning, including an initiative geared toward operational excellence.
• Will function as the initiator among the other office administrators within the U.S. and Europe, unifying services when possible.
• Special projects or duties as assigned.

Qualifications

• Bachelor’s degree required with 10 years’ experience in office management in a professional services environment. Construction project management and budget development and management experience is required.  MBA preferred.
• Strong organizational, administrative, interpersonal, written and oral communication skills. Ability to deliver clear, concise and appropriate messages to a variety of audiences.  Ability to successfully manage multiple projects simultaneously.
• Effective leadership, team building and management skills. Strong conflict resolution skills and the ability to facilitate change.
• Ability to analyze problems, evaluate alternatives and propose and implement solutions. Demonstrated use of initiative and ability to work independently and in a team.
• Ability to collaborate with individuals at all levels of the organization; must demonstrate excellent business judgment.
• Proficient in Microsoft Word, Excel and PowerPoint.