Operations Manager

The Operations Manager’s job entails providing proactive support, management and direction to administrative staff related to the day-to-day operations. The Operations Manager will supervise Facilities, Reception, Training and Scanning departments. Focus will include firm events, file management, general facilities and other general administrative duties.

• Allocates space, file space and offices within the building in consultation with the President.
• Organizes, plans, and executes transition plans for space and case transfer for incoming attorneys, firms, and outgoing firms (oversees electronic and manual paper transfer of files).
• Oversees and manages conflict check process with Department Chairs for incoming cases.
• Plans for building repairs, maintenance, and alterations, when necessary, by coordinating directly with architects and contractors.
• Manages lease relationships with landlords. Tracks and ensures compliance with lease requirements for each location.
• Manages any office location changes.
• Determines the need for and economic desirability of maintenance contracts on building systems and office systems.
• Ensures that the building, grounds, and garage are appropriately maintained and cleaned.
• Purchases furniture when replacement or additional such items are required.
• Ensures that appropriate controls are in effect for the purchasing of supplies and that inventory levels are maintained at optimum economic levels.
• Supervises and manages reception, facilities, training, operations assistant and firm scanning services.
• Sets up, controls, and maintains a filing system for active and inactive files including maintenance and reduction of offsite and onsite inactive files.
• Forecasts future facilities needs and projects anticipated capital needs on a rolling five-year basis.
• Negotiates vendor contracts for the mechanical upkeep of the HVAC systems, mail and binding machines, grounds keeping companies, electrical and plumbing work as well as best price contracts with office supply vendors and records storage companies.
• Organizes and coordinates all hospitality requirements with caterers, for meetings, retirement/farewell parties as well as other client and firm related social events.
• Maintains and updates yearly budgets for capital expenses, building occupancy, office operating, utilities, activities, postage, and file storage.
• Reviews and approves workflow related to their department/role/function.
• Participates as a member of the events committee, taking responsibility for firm event execution
• Administer the Safety Committee and perform administrative activities as needed for the committee and the committee Chair.
• Manage and approve time off requests, timecards and ensures proper coverage.
• Manage the assignment of receptionist and mail services back up coverage
• Serves as a trusted colleague for other members of the management team, contributing to an environment of teamwork and cooperation
• Work as part of the management team, communicating regularly with and keeping the Director of Administration informed on all matters
• Some limited travel required at times to other office locations
• Other duties as assigned
  
  

Requirements

• Bachelor’s degree in business administration, or related field
• Minimum of 5-7 Years prior experience in an Operations and Management role with direct reports
• Willingness to ask questions and work independently
• Willingness to take on additional responsibilities
• Ability to take direction
• Detail oriented
• Professional, outgoing demeanor
• Dependable
• Ability to work with numbers
• Positive team player
• Excellent verbal and written communication skills
• Working knowledge of Microsoft Excel, Word, and Outlook
• Strong organizational skills and attention to detail, with an ability to stay on track with projects and due dates
• Ability to successfully multitask
• Confidentiality
• Proficient in Microsoft Office Suite
  
  

Compensation up to $88K DOE

Please send your resume to jmartin@naglergroup.com

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