Business Services Manager

Michael Sullivan & Assoc•San Diego, CA

8h•$120,000 - $145,000•Onsite

About The Position

The Business Services Manager is responsible for overseeing the firm's business operations, facilities, procurement, vendor management, insurance programs, and operational projects. This position serves as a key operational resource for firm leadership and works closely with Human Resources, Finance, Information Technology, Office Supervisors, attorneys, vendors, landlords, and outside consultants to ensure the efficient operation of the firm's offices and business services functions. The Business Services Manager identifies opportunities to improve operational effectiveness, manages vendor and facility relationships, oversees firmwide projects, and helps ensure that the firm's offices, assets, and business operations support the organization's strategic objectives.

Requirements

Minimum of 5 years of progressively responsible experience in business operations, facilities management, office administration, vendor management, procurement, or related operational functions.
Strong project management and organizational skills.
Excellent analytical, problem-solving, and decision-making abilities.
Strong contract negotiation and vendor management skills.
Ability to exercise sound independent judgment and discretion.
Strong verbal and written communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Proficiency with Microsoft Office applications and business software systems.
Ability to build and maintain effective working relationships with employees, vendors, landlords, brokers, and business partners.

Nice To Haves

Experience managing multiple office locations preferred.
Professional services or law firm experience strongly preferred.
Experience negotiating contracts, leases, and vendor agreements preferred.
Experience managing business insurance programs preferred.

Responsibilities

Oversee day-to-day business operations and administrative services across all office locations.
Develop, implement, and maintain operational policies, procedures, and best practices.
Identify opportunities to improve efficiency, reduce costs, and improve service delivery.
Monitor operational performance and prepare reports for leadership.
Collaborate with firm leadership to support strategic initiatives and operational improvements.
Oversee office facilities, maintenance, repairs, and workplace safety initiatives.
Coordinate office moves, expansions, renovations, and space planning projects.
Manage relationships with landlords, property managers, and facility vendors.
Ensure offices maintain a professional, safe, and productive work environment.
Manage office lease negotiations, renewals, amendments, and landlord relationships.
Assist with the evaluation, acquisition, and management of office building purchases and other real estate transactions.
Serve as the primary point of contact for office facilities matters, including issues involving the firm's physical locations, property management concerns, address-related disputes, unauthorized or fraudulent use of firm addresses, signage matters, mail delivery issues, and coordination with landlords, governmental agencies, vendors, and other third parties to protect the firm's interests.
Manage vendor relationships, service agreements, and operational contracts.
Evaluate vendor performance and negotiate favorable pricing, terms, and service levels.
Ensure compliance with firm procurement and approval processes.
Monitor operational budgets and expenses.
Lead procurement efforts for significant firm purchases, including negotiation of pricing, warranties, service agreements, and vendor contracts.
Oversee equipment leasing programs, including copier, postage, and other office equipment agreements.
Manage the firm's business insurance portfolio, including policy procurement, renewals, claims coordination, and broker relationships.
Oversee insurance coverage including Commercial General Liability, Professional Liability, Cyber Liability, Automobile Liability, Umbrella Liability, Media Liability, and Fiduciary Liability policies.
Support business continuity, emergency preparedness, and risk management initiatives.
Ensure compliance with firm policies and applicable regulations.
Maintain confidentiality of sensitive firm and employee information.
Review and approve Accounts Payable credit card expenditures for compliance with firm policies and budget guidelines.
Monitor operational expenses and assist with budget planning and forecasting.
Assist leadership with operational analyses, special projects, and business reporting.
Lead and coordinate operational projects from planning through implementation.
Collaborate with cross-functional teams to support firm growth initiatives.
Manage project timelines, budgets, resources, and stakeholder communications.
Coordinate firm operational projects requiring after-hours vendor support, testing, implementation, or office coordination activities.
Assist with the development of special reports, operational analyses, and business performance metrics.
All other duties, as needed.