Office Operations Supervisor

Boston, MA

Summary

The Office Operations Supervisor oversees the daily operations of the office, including facilities maintenance, security, safety programs, emergency procedures, and off-site trial support. This role supervises reception, conference services, outsourced vendors, and facilities-related projects; coordinates with building management and service providers; manages maintenance and office systems; develops operational processes; and ensures efficient service delivery with minimal disruption. The position also serves as backup to the Senior Operations Manager for the Boston and New York offices while maintaining a high standard of internal and external client service.

• Oversee the daily operation, maintenance, and continuous improvement of office facilities, including HVAC, electrical, plumbing, lighting, security, cleaning, conference rooms, common areas, and office equipment.
• Manage reception, conference, and guest services operations to ensure a seamless, professional client and visitor experience while maintaining firm service standards.
• Supervise, train, mentor, and evaluate reception and operations staff; manage workflow, conduct performance reviews, and address employee relations in partnership with Human Resources.
• Conduct office services orientation for new employees, attorneys, and summer associates.
• Provide backup to Reception and Copy/Mail Services as needed.
• Conduct routine facility inspections; coordinate office moves, furniture installation, repairs, renovations, and space planning projects.
• Manage facilities service requests, vendor relationships, building management coordination, maintenance contracts, warranties, and lease compliance.
• Partner with Information Technology to maintain conference room technology and office infrastructure.
• Develop, document, and maintain office procedures, operations manuals, and the Office Home page.
• Manage procurement of office supplies, equipment, catering, beverages, and office services while maintaining inventory and vendor relationships.
• Monitor facilities expenses, process operational invoices, ensure accurate coding and cost allocation, and support budget management.
• Plan and execute administrative projects, including office moves, renovations, and operational improvements.
• Assist in negotiating vendor contracts, monitor service performance, and implement preventive maintenance programs.
• Support office safety, security, emergency preparedness, ergonomics, business continuity, and wellness initiatives, serving as Safety Coordinator and leading safety training, drills, and wellness programs.
• Serve as the primary point of contact for facilities and routine security matters, escalating complex issues as appropriate.

Qualifications

• Minimum of three years of supervisory experience in client services, facilities, or hospitality, including staff, vendor, and facilities management.
• Law firm, professional services, or hospitality experience preferred.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience managing vendors, contractors, and facility-related projects.
• Working knowledge of facilities operations, building systems (HVAC, plumbing, electrical, lighting, security), life safety systems, and applicable building, fire, ADA, and OSHA regulations.
• Strong leadership, communication, interpersonal, and client service skills.
• Proven ability to manage projects independently, solve problems, prioritize competing demands, and meet deadlines.
• Highly organized, detail-oriented, proactive, and committed to continuous improvement.
• Strong financial, negotiation, and recordkeeping skills.
• Flexibility to work outside regular business hours as needed.
• Ability to lift up to 50 pounds.

Benefits

• The firm offers a comprehensive benefits package starting on your first day.
• A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
• Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
• Global wellness program, including free access to Talkspace and Calm apps.
• Annual community service day to make an impact on your community and a birthday holiday just for fun.
• Education reimbursement annually.
• Dedicated Talent Development team.
• Competitive annual profit-sharing contribution.

Compensation: $99,000.00-$138,000.00, plus bonus

#LI-Onsite