Office Services Manager

Office Services Manager

As the Office Services Coordinator, you will support the overall facility and office service needs of our law firm.  Under the direction of the Chief Operating Officer, you will have the responsibility to manage various aspects of the office operations, including building facilities, office supplies, document production and delivery, records management, and event support.  You will respond to requests from attorneys and staff for office services support, administer general office services, assist in evaluating and improving current practices, and implement facility projects and tasks.

Areas of Responsibility:

Office Administration

  • Manage on-site and off-site records storage, including physical and electronic.
  • Manage legal research resources, including traditional library and online research services.
  • Administer office security systems.
  • Primary responsibility in vendor management related to office services.
  • Manage/supervise all third-party vendors involved in providing related office and event services, including contract negotiation, compliance certification, invoice and purchase order processing.
  • Meet regularly with the Chief Operating Officer to review and prioritize office facilities and services requirements and related actions needed.
  • Assist in orienting new hires to office services during the onboarding process.
  • Budgeting and cost management in all areas of responsibility.
  • Evaluate, recommend, and negotiate the purchase or lease of all supporting office equipment and related maintenance services for mail, copy and front desk services, collaborating with other administrative functions as appropriate.
  • Maintain the documentation of firm policy and procedures as relates to office services, including detailed instruction manuals for training and guidance of all directly supervised personnel.

Office Service and Support

  • Manage the front desk/lobby operation and staffing.
  • Manage operations for the receipt and distribution of all incoming mail, faxes, general deliveries, and inbound courier items including documenting and implementing standard operating procedures (SOP’s)
  • Manage the receipt, preparation, packaging and selection of cost-effective and timely delivery (USPS, Express Mail, Courier, etc.) of firm documents, in support of outgoing legal correspondence, filings, notice, client billing, and general operating mail, as well as faxed communications routed through the mailroom.
  • Manage the central internal copy services operation and staffing.

Facilities and Events

  • Receive and respond to all office facilities and services requests from attorneys and staff.
  • Communicate and coordinate with property management regarding office space matters, including general maintenance, janitorial, HVAC, building access, tenant improvements, etc.
  • Assess office workspace requests, develop and source cost-effective options, and implement the selected solution.
  • Coordinate reoccurring office space maintenance, including painting, carpet cleaning, equipment service and repair, etc.
  • Monitor and maintain appropriate office and kitchen supply inventory, including ongoing assessment of cost-effective purchasing sources.
  • Manage client hospitality needs including meeting and mediation set-up.
  • Coordinate catering needs and menu creation for firm meetings and functions.
  • Maintain firm-wide calendaring and support for firm meetings and events.
  • Plan and execute firm events, both internal (charitable and employee relations) and external (e.g., business development and client relations.)

Direct Reports: File Room Administrator, Office Facilities Assistant, Mailroom Supervisor, Receptionist

 

Required Knowledge, Skills, and Abilities:

As the Office Services Coordinator, you will have the opportunity to demonstrate your effective interpersonal skills and multi-tasking abilities as you prioritize projects, tasks, and general office facilities workflow. You will be expected to have the desire and ability to provide excellent internal customer service. You will be required to effectively engage and leverage various computer applications, staff, and vendors to effectively accomplish the requirements of the position. You will regularly be required to effectively demonstrate active listening skills, and communicate with others in a clear and concise manner, both orally and in writing. You will need to be able to think logically, evaluate problems and situations critically, and develop appropriate conclusions and solutions.

Office Services Coordinator position requirements:

  • Bachelor’s or Associate’s Degree
  • Demonstrated experience in office services management, including project management and general organization
  • Proficiency with Microsoft Word, Outlook, and Excel, and the ability to use online resources effectively
  • Aptitude for understanding technical aspects of building facilities management
  • Aptitude for financial/cost analysis
  • Prior experience leading or supervising a small team
  • Demonstrated experience in vendor management
  • Proactive and effective communicator, both written and oral.

CLICK HERE TO APPLY

919.250.2000 mail@smithdebnamlaw.com @smithdebnamlaw