Office Operations Manager

Holland & Hart Staff•Denver, CO

5d•Onsite

About The Position

The Office Operations Manager leads the daily operations, process infrastructure, and continuous improvement initiatives of the Denver Office Services Department. They are responsible for developing and maintaining a comprehensive library of Standard Operating Procedures (SOPs), optimizing workflows across all Denver Office Services functions, of the department to deliver consistent, high-quality service to the firm's attorneys and professional staff. They oversee purchasing and vendor management, manage Office Services administrative personnel, and support Business Continuity Planning. This role serves as the department's primary project management resource and assists the Director with large-scale office operations initiatives, including space planning, office transitions, and firm-wide special projects. This is an on-site position based in the Denver office.

Requirements

Bachelor's degree OR four (4) + years of directly related experience required.
Five (5) + years of progressive experience in operations management, office administration, or professional services operations; large law firm or multi-office professional services environment strongly preferred.
Three (3) + years of direct supervisory experience managing a team; proven ability to coach, develop, and hold staff accountable in a service-focused environment.
Demonstrated experience developing and implementing Standard Operating Procedures, process documentation, or operational playbooks in a professional services or administrative setting.
Experience with office operations, purchasing, or workflow management software preferred.
Project management experience with demonstrated ability to manage multiple concurrent workstreams; PMP or similar certification a plus.
Experience supporting or coordinating large-scale office moves, facility transitions, or space build-out projects preferred.
Change management experience; demonstrated ability to introduce new processes and drive adoption within a tenured team.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint);
Demonstrated ability to work effectively without close supervision; exercises sound independent judgment and recommend actions as appropriate.
Demonstrated interpersonal skills; ability to interact professionally and effectively with attorneys, professional staff, and outside vendors at all levels of the organization.
Ability to anticipate challenges, be proactive about solutions, and work under pressure while meeting deadlines.
Flexibility to work outside normal business hours as required to meet operational demands.
Requires the ability to travel periodically to other firm offices based on business needs.

Nice To Haves

PMP or similar certification a plus.
Experience with office operations, purchasing, or workflow management software preferred.
Experience supporting or coordinating large-scale office moves, facility transitions, or space build-out projects preferred.

Responsibilities

Oversees workplace hospitality and office services functions, providing leadership and direction to staff responsible for telephone reception, catering and conference support, kitchen and common area operations, inventory management, office readiness, and the overall employee and client experience.
Oversees scheduling to ensure adequate coverage, seamless service continuity, and effective execution of reception, supply management, and office support activities.
Acts as a working manager and provides hands-on coverage in all Office Services areas as required to maintain service levels.
Develops, documents, and maintains a living library of Standard Operating Procedures for all Denver Office Services functions; reviews and updates SOPs on a defined cycle to ensure accuracy, relevance, and compliance with firm policies.
Leads continuous improvement initiatives across the Denver Office Services team, to include identifying operational inefficiencies, designing and piloting solutions, measuring outcomes, and scaling successful changes across the team.
Establishes and reports on key performance indicators (KPIs) for service delivery, turnaround time, and team productivity; provides regular operational reports to the Director.
Identifies and evaluates opportunities to incorporate artificial intelligence tools and automation into Office Services daily tasks and workflows; leads the department's adoption of AI-assisted processes by piloting approved solutions, coaching team members through the adoption process, measuring outcomes, and embedding best practices into the department's SOP library.
Partners with the Office Services leadership to standardize cross-functional workflows ensuring effort across Office Services sub-departments is not duplicative.
Coordinates cross-training to ensure full coverage, eliminate single points of failure, and maintain service continuity during absences.
Provides operational planning and coordination support for large-scale office transitions, including firm office moves, space build-outs, and related logistics.
Manages Office Services department readiness, manages service continuity during transition periods, and oversees post-transition follow-through on behalf of Office Services.
Assists the Director with Capital & Operating Budget monitoring in assigned areas; provides expense reporting and variance analysis as requested.
Assists the Director and onsite Office Managers with research and recommendations relating to new equipment, new office furniture purchases, vendor services, and operational programs.
Manages special projects as assigned by the Director; leads planning, stakeholder communication, and execution for cross-functional Office Services initiatives.
Provides purchasing support to all Holland & Hart offices for standard supply orders, capital item bids such as appliances and additional furniture items, and manages special requests for supplies and services firm-wide.
Monitors and evaluates all supply vendors for price, service quality, and contract compliance; recommends changes and negotiates improvements as appropriate.
Manages the firm's parking accounts for the Denver office; processes invoices, administers monthly parking accounts, maintains records and databases, and serves as liaison between stakeholders.
Manages the firm’s third-party travel agency partnership and travel benefits programs, serving as the primary escalation point to proactively resolve traveler and vendor issues while ensuring a seamless employee travel experience.
Evaluates and recommends appropriate departmental procedures and policy changes to the Director; proactively identifies compliance gaps and operational risks.
Provides the Director with information as requested, including reports on operations, expenses, and recommendations for process or policy improvements.
Perform additional duties and tasks assigned, demonstrating flexibility and a commitment to supporting the firm’s overall objectives.
Develop and nurture a working environment that prioritizes inclusivity and a client-centric approach.
Recognize and encourage strong performance, teamwork, professionalism, and responsiveness.
Instill confidence within the team and among the firm's professionals by celebrating hard work and success.
Set clear and achievable expectations for future success.
Effectively organize and oversee the scheduling, workload distribution, and productivity of the team to ensure efficient operations.
In collaboration with the department leadership and in accordance with company policy, make informed hiring and selection decisions to build a high-performing team.
Deliver timely and constructive performance feedback.
Complete performance evaluations to help team members grow and improve.
Actively coach, develop, and train team members to ensure they meet and exceed departmental expectations and perform their duties effectively.
Review and approve timecards and vacation requests for direct reports, ensuring compliance with organizational policies and procedures.
Efficiently manage daily responsibilities in alignment with departmental goals and objectives.
With the assistance of HR and the department leadership, manage employee discipline and, when necessary, termination in accordance with company policy and legal guidelines.