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Office Operations Manager in New York City, NY

Fragomen. Dec 28,2020 Sep 28,2020 Location USA New York City NY
This job is expired...

Law Firm

Law Firm Non Legal Department

Min 15 yrs required

Profile

Office Operations Manager The candidate will lead all activities relating to office services, facilities management, and records management for the New York office, including conducting a full review of current operating procedures, and developing and implementing modernized and efficient new processes. Will establish standards and procedures for office services, facilities, and records management, and measure results against these standards, taking action where gaps are identified. Achieve financial objectives, including preparing an annual budget, scheduling expenditures, analyzing variances, and taking corrective actions. Motivate and manage a team of employees, including recruiting, onboarding, training, and managing performance. Prioritize, schedule, and assign team members to the wide range of activities the team carries out. Establish and maintain personal networks within the firm and with key external vendors and stakeholders. Provide succinct and relevant management information to internal stakeholders; provide reports, summarize information, and identify key relevant trends. Accountable for effective maintenance of the work environment, including managing the relationship with maintenance and cleaning vendors and ensuring issues are dealt with in an expedient manner. Lead the team responsible for the retention, protection, retrieval, transfer, and disposal of records, ensuring adherence to relevant laws and best practices. Lead the mail room function, including exploring and implementing modern techniques for digitization and distribution. Own the relationship with 1400 building security and have accountability for the efficient issuing and processing of security passes, as well as implementing relevant safety and security training for employees. Manage the reception function across each of our three floors, including scheduling, training, and implementing modernized processes to ensure an excellent client experience. Responsible for supply chain management and inventory control, including negotiating and owning the relationship with all suppliers of office items and utilities. Manage the process for workstation moves both within the office and from other Firm’s locations into New York, and the allocation of new joiners to workstations. Responsible for ensuring letterhead and business cards are printed and ordered to meet stakeholder needs, adhering to Firm’s brand guidelines. Manage the ordering of all catering for office functions, meetings, and events, and the set up and clear down of such events. Champion the green agenda, including adherence to relevant laws and education of stakeholders. Ensure compliance with all building and facilities local, state, and federal laws. Maintain professional and technical knowledge, and utilize this to focus on continuous improvement of processes across the function.

Qualification and Experience

The candidate should have 15 years of experience leading an Office Management/Facilities Management function for a corporate office. Must have excellent written and verbal communication skills, and the ability to build strong relationships at all levels, both internally and externally. Experience of negotiation at high levels, including reviewing, selecting, and managing vendors is required. Must have significant experience of successfully implementing process improvements, including new technologies.

Additional info

Ref REQ-011239

Company info