Operations Manager

Devine Millimet & Branch • Manchester, NH

26d

About The Position

Devine Millimet is one of the most dynamic business and litigation law firms in the region, serving our clients and our communities since 1947. Working from our historic headquarters building in Manchester, New Hampshire, and our satellite offices in Concord and Portsmouth, New Hampshire, we serve individuals, businesses, and nonprofits in a variety of practice areas.

The Operations Manager’s provides proactive support, management and direction to administrative staff related to the day-to-day operation of the firm. The Operations Manager directly supervises Facilities, Reception, Training and Scanning departments. Focus will include firm events, file management, general facilities, ensuring proper support coverage and other general administrative duties. The Operations Manager also interacts with Attorneys, Firm Management, and staff on an ongoing and proactive basis.

Requirements

• Bachelor’s degree in business administration, or related field
• Minimum of 5-7 Years prior experience in an Operations and Management role with direct reports, with experience dealing with personnel and process issues
• Willingness to ask questions and work independently
• Willingness to take on additional responsibilities
• Ability to take direction and follow through on a timely basis
• Detail oriented with diligent follow up
• Professional, outgoing demeanor
• Dependable
• Ability to work with numbers
• Positive team player
• Excellent verbal and written communication skills
• Working knowledge of Microsoft Excel, Word, and Outlook
• Strong organizational skills and attention to detail, with an ability to stay on track with projects and due dates
• Ability to successfully multitask
• Confidentiality
• Proficient in Microsoft Office Suite

Responsibilities

• Allocates space, file space and offices within the building in consultation with the President and/or Director of Administration
• Organizes, plans, and executes transition plans for space and case transfer for incoming attorneys, firms, and outgoing firms (oversees electronic and manual paper transfer of files).
• Oversees and manages conflict check process with Department Chairs for incoming cases
• Plans for building repairs, maintenance, and alterations, when necessary, by coordinating directly with architects and contractors
• Manages lease relationships with landlords. Tracks and ensures compliance with lease requirements for each location.
• Manages any office location changes for the firm
• Determines the need for and economic desirability of maintenance contracts on building systems and office systems
• Ensures that the building, grounds, and garage are appropriately maintained and cleaned.
• Purchases furniture when replacement or additional such items are required
• Ensures that appropriate controls are in effect for the purchasing of supplies and that inventory levels are maintained at optimum economic levels
• Supervises and manages reception, facilities, training, operations assistant and firm scanning services
• Manages telephone and copier systems
• Sets up, controls, and maintains a filing system for active and inactive files including maintenance and reduction of offsite and onsite inactive files
• Forecasts future facilities needs and projects anticipated capital needs on a rolling five-year basis
• Negotiates vendor contracts for the mechanical upkeep of the HVAC systems, mail and binding machines, grounds keeping companies, electrical and plumbing work as well as best price contracts with office supply vendors and records storage companies
• Ensures vendor insurance management paperwork is kept current
• Organizes and coordinates all hospitality requirements with caterers, for meetings, retirement/farewell parties as well as other client and firm related social events
• Maintains and updates yearly budgets for capital expenses, building occupancy, office operating, utilities, firm activities, postage, and file storage
• Reviews and approves workflow related to their department/role/function
• Participates as the manager of the Events Committee, taking responsibility for firm event execution
• Administers the parking program for attorneys and staff
• Supervises and ensures that mail room functions are consistent and timely
• Assign and reassign all non-legal staff within the firm (other than those with a direct supervisor)
• Takes photos of internal staff events for the Devine Times and new hires for the intranet
• Manage the Devine Times weekly production and content through assigned staff
• Administer the firm Safety Committee and perform administrative activities as needed for the committee and the committee Chair
• Manage and approve time off requests, timecards and ensures proper coverage for Attorneys at all times for Legal Assistants, floaters, and Paralegals
• Manage the assignment of receptionist and mail services back up coverage
• Serves as a trusted colleague for other members of the management team, contributing to an environment of teamwork and cooperation
• Work as part of the management team, communicating regularly with and keeping the Director of Administration informed on all matters
• Some limited travel required at times to other office locations
• Other duties as assigned

Benefits

• Devine Millimet offers competitive salaries and attractive growth opportunities, along with an excellent benefits package.
• We are an equal opportunity employer

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 11-50 employees