Office Operations Manager

Mayer Brown

3mo ago

Job
Full-time
Senior Level
People, HR & Administration
Facilities Management
Salt Lake City

AI generated summary

You need a related bachelor’s degree, 8+ years in facilities management, proficiency in Microsoft Office and legal databases, strong leadership, communication, problem-solving skills, and attention to detail.
You will oversee office services staff, manage budgets, ensure space and equipment efficiency, coordinate meetings, handle vendor relations, and support onboarding and emergency training.

Requirements

Bachelor’s degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job
8+ years of facilities management experience in professional environment required.
Proficiency in Microsoft Office products
Ability to use databases such as LegalKey, CMSOpen, Lexis and Westlaw
Professional demeanor with supervisory experience working within a team environment
Solid organizational, interpersonal and problem-solving skills
Excellent vendor relationships, negotiating and analytical skills
Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
Ability to work under pressure, meet deadlines with shifting priorities
Must be a self-starter with a high level of initiative
Strong customer service skills, able to anticipate needs and exercise independent judgment
Strong attention to detail, organizational skills and the ability to handle multiple projects
Maintains confidentiality and exercises discretion
Exercises solid strategic thinking and problem-solving skills
Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
Demonstrated leadership and supervisory experience
Operational budget analysis and recommendations
Conducts analysis of staffing levels and participation in the recruitment process
Able to determine and implement change processes to improve workflow efficiencies
Process- and service-oriented with strong leadership and project management skills
Able to set priorities and delegate in an efficient manner
May require occasional lifting of up to 20 lbs.

Responsibilities

Supervision of Office Services staff, including periodic meetings, orientation, training, work assignments, approving overtime, vacations and timecards
Participates in and assist Director and/or Human Resources Manager with interviewing, performance reviews, enforcement of firm policies and procedures and administering disciplinary actions
Directly supervises Office Services and indirectly supervises Records Center staff to ensure departments are operating in an efficient, customer oriented and cost conscious manner
Ensures well-maintained and efficient space utilization
Manages maintenance of non-computer firm equipment
Oversees construction projects, contractors providing services and handles purchases and installation of furnishings within firm space
Assists with annual operating budget for respective departments and provides timely analysis and reports when required
Oversees and manages purchasing, office supply and library budget
Oversees and manages the Firm’s library, including library maintenance agreements
Audits library collection and ensures full integrity of each subscription and the on-line catalogue database
Oversees coordination of conference services and meeting planning; working knowledge of conferencing and AV equipment
Monitors all building services provided by office lease. Interact with building management and work closely with building engineers to ensure that all building services are provided
Serves as first point of contact with building fire safety for evacuation and emergencies Responsible for organizing and training office emergency teams. Maintain and update Business Resumption Plan as needed
Responsible for installation and maintenance of security system and all key and lock distribution
Coordinates internal office moves and prepare temporary office space and storage as needed
Coordinates with Paralegal team for trial support, war rooms, file relocation and storage requirements
Works with employees regarding ergonomic issues and concerns
Maintains client/matter listings, offsite storage indexes
Assists attorneys, secretaries, document clerks and paralegals with file requests, file deliveries and pickups, including offsite storage
Coordinates with recruiting and administration to prepare for smooth transition of new hires and departures, including management of files released and/or received by the firm
Interfaces with service vendors; reconciliation and approval of vendor invoices
Ensures that formal screens/ethical walls are appropriately managed
Assists Director of Administration and Human Resources on special projects and interface with Chicago and other MB offices as necessary
Performs other duties as assigned by Director of Administration

FAQs

What is the primary responsibility of the Office Operations Manager?

The primary responsibility of the Office Operations Manager is to oversee Office Services, Records Center, Library, and Procurement, ensuring these departments operate efficiently and in a customer-oriented manner.

What qualifications are needed for this position?

Candidates should have a Bachelor's degree in a related field or an equivalent combination of education and experience, along with 8+ years of facilities management experience in a professional environment.

What technical skills are required?

Proficiency in Microsoft Office products and the ability to use legal databases such as LegalKey, CMSOpen, Lexis, and Westlaw are required.

Is supervisory experience necessary?

Yes, a professional demeanor with supervisory experience and the ability to work within a team environment is essential.

What are the expected performance traits for this role?

Expected traits include solid organizational and problem-solving skills, strong communication abilities, excellent vendor relationship management, attention to detail, and a high level of initiative.

What are the physical requirements for the Office Operations Manager position?

The job may require occasional lifting of up to 20 lbs.

Is there potential for professional development in this role?

Yes, the firm offers opportunities for professional development and growth as part of its comprehensive employment package.

What types of benefits does Mayer Brown offer to its employees?

Mayer Brown offers competitive compensation, medical/dental/vision/life insurance, a 401(k) savings plan, paid time off, and support for childcare and eldercare.

Who should I contact for reasonable accommodations during the application process?

You can email uslateralrecruiting@mayerbrown.com for requests related to reasonable accommodations during the application process or job interview.

Is working under pressure a requirement for this job?

Yes, the position requires the ability to work under pressure and meet deadlines with shifting priorities.

Mayer Brown

Uniquely positioned to advise the world’s leading companies

Law

Industry

1001-5000

Employees

1881

Founded Year

Mission & Purpose

Mayer Brown is uniquely positioned to advise the world’s leading companies and financial institutions on their most complex deals and disputes. With extensive reach across four continents, we are the only integrated law firm in the world with approximately 200 lawyers in each of the world’s three largest financial centers—New York, London and Hong Kong—the backbone of the global economy. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry. Our diverse teams of lawyers are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do. Our “one-firm” culture—seamless and integrated across all practices and regions—ensures that our clients receive the best of our knowledge and experience.