Operations Manager

Operations Manager

Cooley is seeking an Operations Manager to join the Office Services/Facilities team.

Position summary: The Operations Manager is responsible for overseeing the general office operations for all office services, facilities, conference services, mail/messenger services, reception and hospitality, food services, purchasing, reproduction services, and general office maintenance. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities:

Administrative:

• Directly manage facilities team which may include facilities, conference services and/or office services staff, including hiring, mentoring, performance evaluations and counseling.  Participate in terminations as appropriate, with input from CN HR and the Director of Administration, as necessary. Supervise non-employee service providers (NESPs) in the department
• Lead regular team meetings with direct reports – providing appropriate office updates, professional development opportunities and space to discuss necessary topics
• Anticipate problems and issues and develop solutions to provide consistently high level of responsive, efficient and effective support to meet employee and client needs
• Report on a regular basis to Director of Administration regarding all areas of responsibility and provide list of outstanding projects and tasks. Work with the Activities Committee and other local and firmwide managers to help coordinate events for the local office.  Locate and contract with services providers related to events, as needed
• Partner with HR on all initiatives affecting employee engagement in the workspace
• Assist Marketing, Legal Talent, Professional Development and other departments with coordination of events
• Manage updates to local office’s CooleyNet page, assist with weekly office updates and quarterly newsletters
• Other duties or projects as assigned by the Regional Director, Director of Administration or Partner-in-Charge

Procurement/financial management/real estate:

• Prepare, monitor and manage operations and capital budgets and expenses in all areas of responsibility. Review the monthly expense account detail report and prepare a description explaining variances from the annual budget
• Understand the current office lease in detail, such as critical dates, real estate metrics, and options
• Maintain files on current and former leases, subleases, rent invoices and all operational expenses and capital projects and calendar all appropriate deadlines and reminders
• Consistently update operational analytics, such as occupancy reports, real estate space sheets and variance reports
• Assist Regional Director and Director of Administration with office build outs, moves and/or expansion efforts and act as liaison between Director of Administration and architects and construction contractors, as needed
• May be responsible for reviewing chargeback reports, client supply charges, copy center billing books and café (where applicable) sales reports and report results of same to Director of Administration
• Coordinate, support and/or lead RFP processes for procurement of goods and services related to office operations
• Identify and implement methods to reduce cost and increase productivity in areas of responsibility

Facilities management:

• Oversee workspace locations which may include lobby and reception area(s), mailroom and copy centers, café and office buildings
• Supervise the facilities team responsible for answering conference room hotlines, confirming all meeting requests and managing conference room system
• Manage moves for the office including coordination with other departments and selecting and supervising moving vendors, as needed
• Oversee furniture installation for new or rental furniture
• Update office maps on a regular basis
• Manage all aspects of building maintenance including landscaping, grounds, HVAC, electrical, plumbing, janitorial, security, life safety systems and café equipment maintenance.  Coordinate with property management on contractors for these services, as required.  Conduct RFPs for contracted services to ensure high quality service is provided at a reasonable cost
• Manage onsite building engineer
• Manage local office emergency and safety teams, lead evacuations and implement safety procedures
• Maintain and replenish safety and emergency supplies and calendar expiration dates
• In conjunction with HR and the firm’s workers’ compensation carrier, be trained as an Ergonomist and conduct ergonomic evaluations for all new hires and as requested by existing employees
• Work with HR on any employee ergonomic complaints
• Coordinate office recycling program and sustainability programs
• Manage maintenance of office solar energy system, electric chargers and any other green initiatives as applicable. Act as liaison to any such vendors
• Maintain files on current and former vendors contracts and MNDA’s; collaborating with Contract Review team, as required
• Provide facilities staff with training, including safety training on new equipment
• Lead vendor walks and weekly meetings, reporting issues and updates to Director of Administration in a timely fashion

Office services & hospitality:

• Manage overall maintenance of premises to ensure best first impression for clients, employees and visitors. Schedule and implement regular maintenance, refurbishing and cleaning of equipment, furniture and fixtures.  Prepare RFPs and hire and supervise vendors for maintenance services to include carpet cleaning, window washing, elevators, irrigation, parking lot, and furniture refurbishing
• Ensure continual compliance with city, state, federal and OSHA codes
• Oversee security system and supervise onsite security guards (if applicable)
• For locations with onsite café and no Guest Services Manager the Operations Manager is responsible for the below: 

• Manage the Café Manager and onsite café vendor team and implement cost saving measures and suggest ways to generate increased revenue through café sales.  Ensure café vendor provides efficient and cost-effective food services.  Conduct research and RFPs on a regular basis to ensure our café is competitive and resourceful.  Assist Director of Administration with negotiating contracts and renewals, as needed
• Review weekly café sales and operating expense reports.  Hold monthly business review meetings with café manager and with the Director of Administration
• Ensure café vendor maintains the café area, kitchens and lunchrooms as well as related supplies and equipment to include vending machines, water coolers and appliances
• Manage in-house food and beverage expenses, including catered meals, coffee room supplies and equipment.  Create and manage budget for in-house food and beverage meetings including all practice group and departmental meetings

• Assist with management of outsourced copy and communication center team   and implement cost saving measures and suggest ways to generate increased revenue and cost recovery.  Conduct research and RFP’s on a regular basis to ensure our copy center is competitive and resourceful.  Assist Director of Administration with negotiating contracts and renewals, as needed
• Review monthly copy and communication center sales and operating expense reports.  Hold monthly business review meetings with copy center manager and with the Director of Administration
• Assist with management of the mailroom employees, ensuring space organization and efficient handling and processing of U.S. mail, faxes, inter and intra-office mail, copy jobs and outside delivery services. Research new copy and communication center technologies and procedures that increase services for our users while saving power, paper and toner and keeping costs low
• Review and process invoices for equipment and vendor services
• Oversee office supply inventory and review and process invoices re:  same.  Ensure office supply vendor provides acceptable products at competitive prices.  Conduct research and RFPs on a regular basis to ensure office supply vendor is competitive and responsive.  Assist Director of Administration with negotiating contracts and renewals, as needed
• Review monthly office supply invoices and reports and discuss same with auditors, as needed
• Oversee the purchase of business cards and stationery for the office. Also oversee the purchase of office furniture, plants, artwork, and equipment for the office
• Serve as direct supervisor and mentor to direct reports
• Provide day-to-day supervision of direct reports, ensure compliance with assigned work hours and monitor for compliance with all firm and department policies. Manage staffing coverage, review and process time logs/time off requests
• Support business professional development and continued educational opportunities
• In collaboration with immediate supervisor and CN HR, participate in hiring, performance appraisals, counseling, termination and other employee lifecycle events
• All other duties as assigned or required

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Ability to work extended and/or weekend hours, as required
• Ability to travel, as required
• 5+ years of office/facilities/operations management experience in a professional services environm