What are the responsibilities and job description for the Office Services and Facilities Manager position at Ascension Global Staffing & Executive Search?
Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.
Office Services & Facilities Manager
A full-service commercial law firm serving clients throughout Florida is seeking a full-time Office Services & Facilities Manager. This position oversees the firm’s facilities and on-site services, including the mailroom, copy center, and closed file departments. In locations without a local manager, this role directly manages day-to-day operations. In locations with an Office Manager, the local manager runs daily operations independently while this position serves as an operational resource and escalation point for complex issues.
Responsibilities:
- Manage daily functions of the mailroom, copy center, and closed file departments.
- Coordinate building maintenance, repairs, and office improvements.
- Serve as the primary liaison with building management for day-to-day facility issues.
- Monitor workplace safety, security, and emergency preparedness.
- Ensure compliance with applicable health and safety regulations.
- Coordinate office maintenance projects and vendor scheduling.
- Maintain vendor relationships and negotiate pricing/service agreements when appropriate.
- Monitor vendor performance and resolve service issues.
- Review invoices for accuracy.
- Assist with preparing and managing the Office Services and Facilities budget and identifying cost-saving opportunities.
- Manage inventory of office supplies, furniture, and equipment.
- Coordinate equipment replacements and office asset tracking.
- Supervise Office Services personnel.
- Collaborate with IT, Events & Conferences, Finance, and Human Resources on office operations, projects, moves, equipment, and facilities needs.
Physical Requirements & Working Conditions:
- 100% onsite in the Miami office with travel to other offices as needed.
- Ability to safely lift, push, pull, and carry items weighing up to 50 pounds regularly.
- Frequent walking, standing, bending, reaching, and stooping throughout the workday.
- Ability to operate a computer, keyboard, mouse, mailroom equipment, office copiers, and basic hand tools.
Qualifications:
- Minimum of 5 years of experience in office services, facilities management, or corporate operations, preferably within a law firm or professional services environment.
- Bachelor’s degree or equivalent experience required.
- Basic understanding of commercial building systems, including electrical, plumbing, and HVAC.
- Knowledge of mailroom operations, high-volume copy center equipment, and legal document retention/closed file protocols.
- Strong critical-thinking and problem-solving skills.
- Excellent verbal and written communication skills.
- Strong time-management skills with the ability to prioritize multiple urgent projects across different locations.