WilmerHale LLP Operations Manager in New York, New York

Operations Manager

Tracking Code

981-437

Job Description

Under the guidance of the Chief Administrative Officer, serves as the primary point of contact for all facilities, operations (including Reception, Office Services and Conference Services), food service, and office building related matters, including overseeing day-to-day operations and management of staff and external vendors in these areas. Participates in all construction and renovation projects and monitors staff and vendor performances.

Assists with proactively supporting client service by actively participating in the firm's Service Excellence initiative. Ensures that staff members are providing quality service to internal members/departments of the firm as well as external clients and vendors by displaying professionalism via electronic and print correspondence, over the telephone and in-person and by encouraging an atmosphere that rewards a "can do" attitude.

PRINCIPAL DUTIES AND RESPONSIBILITIES*

  • Manages the operation of the entire facility and all equipment.

  • Provides assistance and make recommendations to the Chief Administrative Officer in areas of property management and leasehold improvements (including architecture and design services). Acts as a liaison with building management and the landlord in all areas involving occupancy in the New York location.

  • Directs procedures governing vendor and firm provided services in NY, including, but not limited to, security services, office cleaning and maintenance services, daycare, and fitness center.

  • Directs and provides leadership to facilities and operations staff. Plans and delegates work and makes decisions regarding employment, training and development, performance evaluations, salary recommendations and related staff issues.

  • Directs site managers for outsourced services, including Office Services and Food Service. Works with site managers to ensure WilmerHale’s needs and expectations are met. Oversees vendor performance and contracts and participates in negotiations upon contract expirations.

  • Develops annual budgets for various Operations Department accounts; develops operating forecasts and operates within approved budget limitations; responsible for variance justification explanations. Additionally, responsible for Operations metrics on a quarterly basis.

  • Responsible for subtenant oversite and issues.

  • Leasing responsibilities including offsite space for contract attorneys and data centers.

  • Has significant responsibility with construction projects, including, but not limited to, the following:

  • Determines the total cost and scope of construction projects including participating in the negotiation of costs with suppliers/contractors and all aspects of projects (e.g. related design, consulting, permitting and construction).

  • Leads, negotiations of contracts with all other vendors used by Operations; monitors adherence to contract requirements and financial expenditures.

  • Management of all construction and project design work; identifies opportunities to accelerate schedule and control costs, reviews change orders and costs associated with same.

  • Prepares bid packages for all major purchases of goods and/or services; reviews and analyzes responses and participates in the selection of providers.

  • Works directly with various vendors, internal contacts, and appropriate building management personnel for cleaning, restoration and other general housekeeping needs. Negotiates and manages maintenance contracts for equipment and furniture.

  • Maintains day-to-day coordination of building related issues and ensures optimal functioning of facility and oversees cleaning and maintenance of facility.

  • Initiate and review maintenance programs for the office to ensure efficiency.

  • Oversees the conference center to ensure the services we provide are run optimally (e.g. catering, working with IS, Hospitality, etc.).

  • Manages the purchasing function for most office supplies and equipment and ensures compliance with purchasing policy.

  • Contracts for and ensures the purchase of necessary office supplies within the limits prescribed by the firm’s budget and firm-wide vendor agreements for such expenditures. Reviews and approves all non-routine purchases.

  • Prepares bid packages for all major purchases of goods and/or services; reviews and analyzes responses and participates in the selection of providers.

  • Maintains inventory of equipment and furniture both on-site and off-site.Responsible for space planning for the NY office. Leads internal Office Moves Team. Manages and coordinates internal office moves with appropriate departments.

  • Assists with case room assignments to include determining the most efficient use of space, and coordinates appropriate set up.

  • Works closely with the New York Partner-in- Charge to ensure smooth and efficient management of the office.

  • Additional firm-wide responsibilities as assigned.

Required Skills

MINIMUM QUALIFICATIONSKnowledge/Skills/Abilities:

  • Excellent management and interpersonal skills.

  • Strong team skills. Able to be both a team player and leader.

  • Experience in managing a mid-sized Facilities and Operations Department

  • Experience in overseeing large construction projects.

  • Strong communication, organizational, financial, negotiation and computer skills.

  • Ability to work independently and handle multiple responsibilities simultaneously

  • Ability to lift a minimum of 25 pounds

  • Prior experience working with conference reservation systems and workflow management systems required.

Education:

BA/BS degree required or professional experience will be considered in lieu of degree.

Experience:

8+ years experience. Prior experience managing a support team required. Law firm management experience highly desired.

Equal Opportunity Employer/Females/Minorities/Veterans/Disability

Job Location

New York, New York, United States

Position Type

Full-Time/Regular