Operations Manager

Cooley • Chicago, IL

24d • $115,000 - $145,000

About The Position

Operations Manager Cooley is seeking an Operations Manager to join the Office Services/Facilities team. Position summary: The Operations Manager is responsible for overseeing the general office operations for all office services, facilities, conference services, mail/messenger services, reception and hospitality, food services, purchasing, reproduction services, and general office maintenance. Specific duties and responsibilities include, but are not limited to, the following:

Requirements

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Ability to work extended and/or weekend hours, as required
• Ability to travel, as required
• 5+ years of office/facilities/operations management experience in a professional services environment
• Previous vendor supervision, purchasing and/or other comparable experience
• Ability to prioritize and handle multiple tasks simultaneously and with minimal supervision
• Ability to organize and communicate multiple tasks well in oral and written form
• Strong analytical and interpersonal skills
• Professional demeanor and ability to maintain absolute confidentiality
• Ability to work independently, with minimal supervision
• Ability to cultivate and maintain good vendor relationships that ensure vendor support and responsiveness in addition to competitive pricing
• Excellent customer service skills and the ability to handle complicated matters and/or complaints in a calm and courteous manner

Nice To Haves

• Bachelor's Degree
• Previous law firm experience
• Supervisory experience

Responsibilities

• Directly manage facilities team which may include facilities, conference services and/or office services staff, including hiring, mentoring, performance evaluations and counseling.
• Participate in terminations as appropriate, with input from CN HR and the Director of Administration, as necessary.
• Supervise non-employee service providers (NESPs) in the department
• Lead regular team meetings with direct reports – providing appropriate office updates, professional development opportunities and space to discuss necessary topics
• Anticipate problems and issues and develop solutions to provide consistently high level of responsive, efficient and effective support to meet employee and client needs
• Report on a regular basis to Director of Administration regarding all areas of responsibility and provide list of outstanding projects and tasks.
• Work with the Activities Committee and other local and firmwide managers to help coordinate events for the local office.
• Locate and contract with services providers related to events, as needed
• Partner with HR on all initiatives affecting employee engagement in the workspace
• Assist Marketing, Legal Talent, Professional Development and other departments with coordination of events
• Manage updates to local office’s CooleyNet page, assist with weekly office updates and quarterly newsletters
• Other duties or projects as assigned by the Regional Director, Director of Administration or Partner-in-Charge
• Prepare, monitor and manage operations and capital budgets and expenses in all areas of responsibility.
• Review the monthly expense account detail report and prepare a description explaining variances from the annual budget
• Understand the current office lease in detail, such as critical dates, real estate metrics, and options
• Maintain files on current and former leases, subleases, rent invoices and all operational expenses and capital projects and calendar all appropriate deadlines and reminders
• Consistently update operational analytics, such as occupancy reports, real estate space sheets and variance reports
• Assist Regional Director and Director of Administration with office build outs, moves and/or expansion efforts and act as liaison between Director of Administration and architects and construction contractors, as needed
• May be responsible for reviewing chargeback reports, client supply charges, copy center billing books and café (where applicable) sales reports and report results of same to Director of Administration
• Coordinate, support and/or lead RFP processes for procurement of goods and services related to office operations
• Identify and implement methods to reduce cost and increase productivity in areas of responsibility
• Oversee workspace locations which may include lobby and reception area(s), mailroom and copy centers, café and office buildings
• Supervise the facilities team responsible for answering conference room hotlines, confirming all meeting requests and managing conference room system
• Manage moves for the office including coordination with other departments and selecting and supervising moving vendors, as needed
• Oversee furniture installation for new or rental furniture
• Update office maps on a regular basis
• Manage all aspects of building maintenance including landscaping, grounds, HVAC, electrical, plumbing, janitorial, security, life safety systems and café equipment maintenance.
• Coordinate with property management on contractors for these services, as required.
• Conduct RFPs for contracted services to ensure high quality service is provided at a reasonable cost
• Manage onsite building engineer
• Manage local office emergency and safety teams, lead evacuations and implement safety procedures
• Maintain and replenish safety and emergency supplies and calendar expiration dates
• In conjunction with HR and the firm’s workers’ compensation carrier, be trained as an Ergonomist and conduct ergonomic evaluations for all new hires and as requested by existing employees
• Work with HR on any employee ergonomic complaints
• Coordinate office recycling program and sustainability programs
• Manage maintenance of office solar energy system, electric chargers and any other green initiatives as applicable.
• Act as liaison to any such vendors
• Maintain files on current and former vendors contracts and MNDA’s; collaborating with Contract Review team, as required
• Provide facilities staff with training, including safety training on new equipment
• Lead vendor walks and weekly meetings, reporting issues and updates to Director of Administration in a timely fashion
• Manage overall maintenance of premises to ensure best first impression for clients, employees and visitors.
• Schedule and implement regular maintenance, refurbishing and cleaning of equipment, furniture and fixtures.
• Prepare RFPs and hire and supervise vendors for maintenance services to include carpet cleaning, window washing, elevators, irrigation, parking lot, and furniture refurbishing
• Ensure continual compliance with city, state, federal and OSHA codes
• Oversee security system and supervise onsite security guards (if applicable)
• Manage the Café Manager and onsite café vendor team and implement cost saving measures and suggest ways to generate increased revenue through café sales.
• Ensure café vendor provides efficient and cost-effective food services.
• Conduct research and RFPs on a regular basis to ensure our café is competitive and resourceful.
• Assist Director of Administration with negotiating contracts and renewals, as needed
• Review weekly café sales and operating expense reports.
• Hold monthly business review meetings with café manager and with the Director of Administration
• Ensure café vendor maintains the café area, kitchens and lunchrooms as well as related supplies and equipment to include vending machines, water coolers and appliances
• Manage in-house food and beverage expenses, including catered meals, coffee room supplies and equipment.
• Create and manage budget for in-house food and beverage meetings including all practice group and departmental meetings
• Assist with management of outsourced copy and communication center team and implement cost saving measures and suggest ways to generate increased revenue and cost recovery.
• Conduct research and RFP’s on a regular basis to ensure our copy center is competitive and resourceful.
• Assist Director of Administration with negotiating contracts and renewals, as needed
• Review monthly copy and communication center sales and operating expense reports.
• Hold monthly business review meetings with copy center manager and with the Director of Administration
• Assist with management of the mailroom employees, ensuring space organization and efficient handling and processing of U.S. mail, faxes, inter and intra-office mail, copy jobs and outside delivery services.
• Research new copy and communication center technologies and procedures that increase services for our users while saving power, paper and toner and keeping costs low
• Review and process invoices for equipment and vendor services
• Oversee office supply inventory and review and process invoices re: same.
• Ensure office supply vendor provides acceptable products at competitive prices.
• Conduct research and RFPs on a regular basis to ensure office supply vendor is competitive and responsive.
• Assist Director of Administration with negotiating contracts and renewals, as needed
• Review monthly office supply invoices and reports and discuss same with auditors, as needed
• Oversee the purchase of business cards and stationery for the office. Also oversee the purchase of office furniture, plants, artwork, and equipment for the office
• Serve as direct supervisor and mentor to direct reports
• Provide day-to-day supervision of direct reports, ensure compliance with assigned work hours and monitor for compliance with all firm and department policies.
• Manage staffing coverage, review and process time logs/time off requests
• Support business professional development and continued educational opportunities
• In collaboration with immediate supervisor and CN HR, participate in hiring, performance appraisals, counseling, termination and other employee lifecycle events
• All other duties as assigned or required

Benefits

• Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.
• We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits.
• In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 21 days of Paid Time Off (“PTO”) and 10 paid holidays each year.
• We provide generous parental leave and fertility benefits.
• New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level