Office Services Manager

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Job Description:

Primary Job Functions

* Oversee daily operations of the Firm's physical office space to maintain a safe, functional, and professional environment

* Direct and allocate tasks to Office Services team; manage the team, give evaluations and set KPIs to ensure consistent delivery of white-glove service

* Execute office moves, reconfigurations, and space planning with minimal operational disruption

* Conduct routine inspections to identify maintenance needs and improvement opportunities

* Coordinate HVAC, lighting, plumbing, and building system maintenance with management and approved vendors

* Manage procurement, ordering, and inventory of office supplies and consumables

* Administer emergency preparedness efforts and serve on the Firm's fire safety and preparedness team

* Act as the primary liaison with building management, communicating needs and escalating issues as required

* Identify, engage, and oversee third-party vendors for maintenance, repairs, cleaning, and specialty services

* Negotiate service agreements and ensure vendors meet performance standards; manage invoicing and approvals

* Oversee mailroom operations, including mail/package handling, courier services, and postage systems

* Manage printing services, ensuring equipment is maintained and adequately stocked

* Manage the Firm's physical and electronic records programs in compliance with retention policies and legal obligations, including the Firm's ongoing digitization initiative, and update procedures and train staff as needed

* Support Firm events and conference room setups, including furniture, AV, and catering coordination, working in conjunction with other staff departments

* Respond to ad hoc operational requests from attorneys, staff, and leadership

* Assist the Director of Operations with projects, budgeting, and reporting

Job Requirements:

Specific Skills, Knowledge and Abilities Required
* Strong client-service orientation with urgency, professionalism, discretion, and attention to detail.
* Dependable, punctual, and adaptable with a positive, ``no task too small'' attitude.
* Quick learner and proactive problem-solver with strong organizational and multitasking abilities.
* Excellent written and verbal communication skills; able to engage professionally with attorneys, staff, vendors, and building management.
* Solid knowledge of facilities operations, building systems, and vendor management.
* Proven ability to manage multiple concurrent projects and deadlines.
* Proficiency with document management systems (e.g., iManage), building operations platforms, work order systems, and Microsoft Office.

Education and Experience
* Bachelor's Degree required
* Law firm experience required; with a minimum of 7 years of relevant experience managing corporate facilities operations and functions. At least 2 years of supervisory or team leadership experience.

Job Conditions
* The position may require occasional overtime, including evening and weekend hours, to meet practice demands and deadlines.
* This position requires the ability to sit for extended periods, use a computer and telephone for prolonged periods, and occasionally lift or carry files and supplies weighing up to forty (40) pounds.
* This is a hybrid position, meaning that there are in-person requirements working in a standard type office environment.