The Operations Manager is responsible for the overall management and smooth coordination of all facilities functions including managing space planning, office services, reception desk and conference room coordination, purchasing and inventory control, staff and vendor management, renovation projects, and ensuring all facilities are properly maintained and “client ready” at all times.
Responsibilities:
- Maintain day-to-day coordination of building-related issues and ensure optimal functioning of Tampa and Clearwater facilities.
- Manage direct report employees and oversee on-site independent contractor relationships; ensure all direct reports and independent contractors deliver quality, cost effective and efficient services to both internal and external clients.
- Act as liaison with building management, contractors and other related entities.
- Meet regularly with outsource providers and ensure service issues are resolved in a timely fashion.
- Manage off-site records storage and vendors; monitor storage costs and ensure optimal use of space.
- Maintain inventory control of firm furniture, equipment, and property; coordinate equipment inventory with Director of Information Technology.
- Oversee security card key access systems; coordinate requests for overtime air conditioning and manage ventilation issues.
- Negotiate agreements for services and equipment leases.
- Manage vendor relationships and evaluate vendor performance to insure competitive cost and service.
- Coordinate the business continuity program and emergency response plans with the Director of Information Technology.
- Oversee purchasing and receiving of furniture, fixtures, and equipment to coincide with attorney, building, and/or construction schedules.
- Prepare and manage office services, outsourced services, supplies, off-site storage, print management services and staffing budgets.
- Develop and implement office emergency procedures and in consultation with all relevant department heads.
- Supervise and manage new construction and remodeling projects including office space planning and moves for both permanent and temporary office needs.
- Recommend and implement “green” initiatives, as approved by the firm’s Management Committee.
- Administer attorney and staff parking/space acquisition/relocations.
- Administer the firm’s Small Business cellular phone plans.
Qualifications:
- Bachelor's degree strongly preferred
- Five (5) years’ experience in operations management
- Prior experience in the legal services industry is preferred
- Prior experience supervising, training, development and appraisal of direct reports
- Experience in budget development and oversight
- Excellent computer skills and proficient in excel, word, outlook
- Excellent communication skills both verbal and written; ability to communicate effectively at all levels of the firm