Office Operations Manager

New York, NY

Responsibilities

• The Office Operations Manager is responsible for overall office operations for the New York and Boston offices.
• Provide overall management of the office operations, ensuring the office is professionally maintained, that all services are seamlessly provided, and that continuous improvements are made. Anticipate and respond to client and administrative needs.
• Responsible building services and office services (repairs and preventative maintenance, security access system, safety and ergonomics programs, construction, emergency procedures, off-site trial team support, supplies, outside vendor, and landlord/ building relationship).
• Proactively ensures that facilities and systems needs such as HVAC, electrical, furniture, equipment, security access systems, fire suppression apparatus and related processes are of high quality and in working order.
• Regularly review processes and procedures to make value-add improvements and to prepare for anticipated needs and changes.  Forecast needs and trends to respond to anticipated issues and to achieve cost savings.
• Provide oversight for overall purchasing/billing activities for the department.  Identify cost reduction opportunities and implement action plans to reduce costs.
• Responsible for relationship with outsourced service provider; collaborate with on-site outsourcing manager in monitoring equipment, productivity, quality, and staff performance. Make recommendations for changes and/or improvements to Director of Administration.
• Ensure that staff is empowered, knowledgeable and trained on professional and technical matters.  Be viewed by staff as mentor, teacher, and supportive coach.  Set achievable, challenging team goals allowing you to manage by objective and avoid constant directives; develop skills of team members to ensure achievement of client service priorities.  Ensure team is structured effectively to meet client service objectives.
• Oversee and develop Conference Center personnel to ensure that special events and large meetings are managed without disruption and to provide premier, seamless service to internal clients as well as external event planners.
• Manage complex projects as requested by the Director of Administration or the Managing Partners, including developing and maintaining effective communication programs.
• With Director of Administration, assist with space planning, relocation, expansion and renovation projects, including evaluating bids and proposals, acting as liaison among the Firm, architects, and contractors.

Ideal Candidate       

• Five or more years’ experience supervising a full service internal client service facility.   Previous law firm or professional services firm experience highly desirable.  Bachelor’s degree preferred.
• Experience in managing vendors and in negotiation vendor contracts; experience in using project management skills with contractors, vendors, and suppliers services.
• Extensive knowledge of facilities maintenance and custodial principles, procedures, and standards; knowledge of uniform building codes, fire codes, ADA, OSHA preferred.
• Knowledge and understanding of life safety systems; experience in supervising and performing safety training for all personnel.
• Strong sense of accountability, taking ownership over projects and responsibilities and resolving issues proactively.
• Ability to perceive and analyze problems and to develop responsive solutions.
• Excellent communication skills and the ability to build effective internal and external client relationships.
• Ability to develop and maintain record keeping systems and procedures.
• Initiative to ensure consistent quality and continuous improvements.