Legal Staff Other in Chicago, IL

Law Firm

Chicago, IL

Legal Staff Other in Chicago, IL

Legal Staff

Min 7 yrs required

No

Job Title: Facilities & Vendor Operations Manager

Job Responsibilities:

1. Real Estate Portfolio Management:
- Oversee the management of the law firm's real estate assets, including lease negotiations, architectural design, and space optimization in coordination with local offices.
- Responsible for the administration of the law firm’s lease portfolio, including meeting lease deadlines, reviewing lease documents (., estoppels, SNDAs, rights of first offer), and utilizing the law firm’s outside real estate counsel.
- Utilize Visual Lease software to manage all lease documents.
- Oversee and coordinate buildouts, furniture acquisition, and all aspects of office space.
- Collaborate with local office management to ensure alignment with local preferences and needs while remaining aligned with overall law firm real estate strategy.
- Coordinate meetings with the COO, CFO, and law firm President to provide regular updates and discuss future real estate needs.

2. Purchasing Management:
- Track national purchasing activities to ensure the law firm has records of contracts. Build a purchasing process to ensure timely and cost-effective acquisition of goods and services.
- Negotiate terms and conditions with suppliers and landlords to secure favorable agreements. Ensure timely renewals and amendments to contracts.
- Develop and maintain a preferred vendor list based on performance, cost-effectiveness, and compliance.
- Conduct market research to stay informed on industry trends, pricing benchmarks, and emerging vendors.
- Lead the law firm’s travel program to ensure activities align with the written policy and mitigate unnecessary risk for the law firm.

3. Internal Collaboration:
- Support operations departments in their vendor relationships and ensure compliance with terms and conditions.
- Serve as the primary point of contact regarding procurement and real estate matters.
- Provide advice and updates to leadership on key initiatives, risks, and opportunities.
- Work closely with law firm management, including Office Managers, Office Managing Principals, CFO, COO, and the law firm President to ensure work is aligned with the strategic vision of the law firm.

4. Project Management:
- Lead and manage purchasing and real estate projects from inception to completion, ensuring they are delivered on time, within scope, and within budget.
- Continuously assess and refine processes to enhance efficiency and manage budgets.
- Maintain awareness and provide support when needed for supply chain disruptions and real estate emergencies.
- Implement best practices and leverage technology to streamline workflows and reporting.
- Integrate sustainability goals into procurement and real estate strategies (., sourcing eco-friendly products, energy-efficient building practices).

5. Budgeting and Reporting:
- Coordinate with office managers, IT, and finance on budgets for purchasing and real estate activities.

6. Compliance:
- Coordinate with general counsel and real estate attorneys on compliance related to relevant laws, regulations, and law firm policies.
- Assist with the law firm’s insurance renewal process, particularly as it relates to requirements under the law firm’s real estate leases and vendor contracts.

Education and Experience Information:

- A bachelor's degree or equivalent work experience in business administration, procurement, real estate, supply chain management, or a related field is required.
- 7+ years’ real estate experience in a law firm is strongly preferred. Professional services experience is required.
- Proven experience in procurement and real estate management, preferably within a law firm or similar professional services environment.
- Real estate portfolio management experience is required, including working knowledge of sourcing strategies, contract law, vendor management, procurement lifecycle, lease agreements, property management, space planning, and real estate market trends.
- Strong project management skills with a track record of successfully managing complex projects.
- Familiarity with budgeting, cost analysis, financial reporting, and ROI evaluation.
- Excellent negotiation skills and the ability to build and maintain effective vendor relationships.
- Attention to detail and strong analytical skills to identify trends and make data-driven decisions.
- Proficiency in relevant software and tools (., procurement software, project management tools).
- Excellent communication and interpersonal skills.
- Ability to make informed, timely decisions under pressure with limited information.
- Ability to change and adapt to current and future responsibilities and circumstances.
- Periodic travel is required.
- This role is Hybrid with the expectation of being in the office a minimum of 3 days a week for the first 6 months to learn law firm culture and develop relationships. After that, flexible hybrid/remote work is available, but with regular office visits expected (including travel).

Salary Information:

The salary range for this position varies by geographic market. Final compensation will be based on a variety of factors including education, experience, skills, professional background, overall qualifications, and location.

- In Washington, ., the estimated starting pay range is $92,378 - $145,717 per year.
- In Minneapolis, the estimated starting pay range is $84,166 - $118,351 per year.
- In Chicago, the estimated starting pay range is $80,794 - $125,291 per year.
- In Silicon Valley, the estimated starting pay range is $87,957 - $140,090 per year.
- In San Diego, the estimated starting pay range is $81,241 - $131,212 per year.
- In New York, the estimated starting pay range is $102,550 - $155,921 per year.

Why Join the Law Firm?

- Competitive pay and discretionary bonus opportunities along with a rich benefits package, including comprehensive medical and dental coverage, generous paid time off, and tuition reimbursement.
- Award-winning retirement and profit-sharing plans with employer contribution.
- A family-friendly atmosphere with back-up child care, as well as health and wellness initiatives.
- A positive culture awarded an Outstanding Workplace designation in 2023 and 2024 by People Insight based on high levels of employee engagement.

Our Commitment to Diversity:

The law firm, serving the world’s greatest visionaries, believes creativity and innovation result from multiple perspectives. A diverse team enhances the quality of legal services provided to clients, sustains the law firm as a premier IP law firm, and strengthens the firm’s fabric.

Equal Opportunity Employer Notice:

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, applicants are encouraged to review the Know Your Rights notice from the Department of Labor.

Jul 07, 2025
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