Operations Manager

Location: New York Schedule: 9:30 AM to 6:00 PM FLSA: Exempt Position Type: Full-Time/Regular Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Operations Manager in the Office Services department, reporting to the New York/Boston Office Administrator. The role will reside in the New York office and will be responsible for managing the day-to-day activities of the Office Services Department in New York and Boston, including oversight of the mailroom, duplication, facsimile, supplies and facility functions, and for supervising the Department /Supervisor(s)/Coordinator(s) and the Office Services staff. The Operations Manager is expected to serve as a positive role model and mentor, and to perform all responsibilities with a commitment to providing superior service to the firms attorneys, advisors and staff, efficient and effective departmental operations, and an atmosphere of teamwork and continuous improvement. Key responsibilities of this position include: + Set priorities and manage the daily workflow for the Office Services department, ensuring the appropriate staffing levels, excellent quality of work and timely completion of assignments. + Monitor department productivity; develop and implement procedures to optimize effectiveness; ensure that space, equipment, and technology are used effectively. + Oversee department personnel and monitor attendance and performance issues; conduct conferences with department coordinators and assigned staff regarding such issues; and evaluate assigned staff and participate in their annual performance reviews. + Manage attorney, paralegal and staff inquiries and requests requiring the assistance and services of the Office Services department. + Resolve problems when possible and, as necessary, report problems to others in the office or department in a timely manner. + Serve as mentor to assigned staff and assist in staff development; implement standards of excellence and with the guidance of the New York Office/Boston Administrator, provide assigned staff with an understanding of future expectations and initiate changes needed to meet them. + Always maintain a professional and courteous manner, contribute to the constructive resolution of conflicts within the assigned department and between the departments and others in the firm. + In conjunction with the New York /Boston Office Administrator and Human Resources ensure departmental compliance with office and firm policies and legal obligations. Demonstrate a general understanding of leave and payroll issues, as well as medical and disability laws and policies, and show an unequivocal commitment to equal employment opportunity. + Oversee local card key access/security system. + Oversee all functions related to proper office space maintenance, including but not limited to inspections of entire office; maintenance and repairs of furniture and fixtures; meeting with the landlord [building management] regarding security, maintenance, and other building matters. + Monitor and coordinate use of flexible workspace (i.e., workrooms, conference rooms and vacant offices) in conjunction with the New York/Boston Office Administrator, Conference Services, and Information Technology (IT). + Coordinate all repairs to office mechanical and electrical systems. Collaborate with IT Staff on computer systems cable plant and maintenance, as needed. + Oversee maintenance, repair, and purchase of office equipment, including but not limited to contracts for multi-function devices/copiers, typewriters, velobinding equipment, postage meters, dictaphone equipment, etc. + Prepare and monitor department budgets and expenditures and ensure that vendors provide cost-effective goods and services. + Supervise supply procedures and ensure firm purchasing standards are followed including excellent inventory control and cost-effective purchases ensuring purchasing remains within budget; review and approve all bills for office supplies. + Ensure that office equipment and supplies, both in the department and at convenience locations, satisfactorily support the needs of the office. + Oversite for outside messenger service to fill messenger deliveries (packages, boxes, etc.) and maintain appropriate departmental records. + Ensure mail is processed per firm protocols. + Ensure all departmental forms and logs are completed accurately and thoroughly. + Ensure that the department is maintained in a neat, safe, and orderly fashion. + Under the direction of the New York/Boston Office Administrator and/or Director of Operations- U.S., evaluate current contracts and research alternative providers for goods and services; evaluate bid proposals and make recommendations on contracts. + Coordinate and work as a team with other local office or firmwide departments to provide necessary services to lawyers and clients. + Oversee preparation of offices for new attorneys/staff and attorney/staff office moves. + Develop long-term plans and goals for the departments in cooperation with the New York/Boston Office Administrator and/or the Director of . + In conjunction with the New York/Boston Office Administrator and/or Director of . provide support or manage construction projects, office moves, equipment set-ups, etc., as needed. + Manage team resources to perform back-up duties in support of other departments such as conference room set-ups, office set-ups, computer equipment set-ups, etc. + Participate as a member of New York office business resumption team. + Participate in available professional development activities. + Travel Commitment: this role involves a commitment to occasional travel to the Boston office, typically involving short trips of 1-2 days. Qualifications (Experience, Knowledge, Skills & Abilities): + Four-year college degree required. + Minimum of 10 years supervisory/management experience in an Office Services or Building Operations area. + Extensive knowledge of office procedures related to office services and facilities. + Strong leadership skills and willingness to function as a role model within the office. + Basic knowledge of human resources policies, practices, and legal requirements. + Knowledge of OSHA and other relevant state and federal laws related to the support departments. + Excellent judgment and common sense. + Strong organizational and time management skills, including the ability to organize self and others. + Strong analytical and critical thinking skills. + Excellent written and oral communication skills, including grammar, spelling and punctuation. + Ability to read, comprehend and follow instructions. + Excellent record-keeping skills. + Thorough knowledge of firms e-mail and document management systems. + Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, and telephones. + Knowledge of construction process from design through completion. + Ability to work independently, take initiative, set priorities, and see projects through completion. + Ability to meet deadlines and respond to changing priorities. + Ability to manage many tasks simultaneously. + Ability to work with a wide range of people in a team setting. + Ability to establish effective working relationships within the department, office, and firm. + Ability to establish effective working relationships with clients, vendors, and others outside the firm. + Ability to perform mathematical functions - add, subtract, multiply, divide, percentages. + Strong service orientation. + Commitment to the office and firm. + Commitment to professional growth. The base salary range for this position in New York is $125,000 to $160,000. Additional information about benefits and rewards can be found here ( . Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility #LI-DNI Required SkillsRequired Experience

Created: 2024-11-05