Workplace & Facilities Manager

Zinda Law Group, PLLC • Austin, TX

2d • Onsite

About The Position

At Zinda Law Group, we are looking for a Workplace & Facilities Manager who takes tremendous pride in creating an exceptional workplace experience for our employees, clients, and visitors. This person will own the day-to-day operation of our office environment and ensure every detail is handled with excellence, urgency, and care. This is a highly visible leadership role for someone who enjoys being in the middle of the action, solving problems, coordinating people, improving systems, and ensuring our office consistently operates at a world-class level. You will oversee facilities, vendors, office services, reception operations, administrative support staff, workplace projects, and employee experience initiatives. You will serve as the person who notices what others miss and fixes issues before they become problems.

Requirements

• 5+ years of office management, workplace operations, facilities management, hospitality management, or similar experience
• Experience managing vendors, contractors, and building management companies
• Experience supervising administrative or support staff
• Strong project management and organizational skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities without dropping details
• Strong problem-solving and decision-making abilities
• Comfortable working independently and taking ownership
• High level of professionalism and discretion
• Proficiency with Microsoft Office and modern workplace technology
• Ability to lift up to 25 pounds when needed

Nice To Haves

• Professional services, hospitality, luxury retail, property management, hotel operations, or law firm experience is highly preferred.

Responsibilities

• Own the Workplace Experience
• Ensure the office consistently operates at a high level of professionalism and organization
• Create an environment where employees, clients, and visitors feel welcomed and cared for
• Conduct daily walkthroughs to ensure all spaces are clean, organized, stocked, and functioning properly
• Identify and resolve issues before they impact employees or clients
• Maintain exceptional standards for appearance, cleanliness, and functionality throughout the office
• Facilities Management
• Serve as the primary point of contact with building management
• Own all facility-related issues, including HVAC, plumbing, electrical, lighting, security, access control, appliances, internet, and maintenance
• Coordinate repairs, service calls, inspections, and preventative maintenance
• Manage office access, keys, badges, visitor procedures, and building security
• Conduct regular facility inspections and proactively identify maintenance concerns
• Vendor Management
• Manage relationships with janitorial, maintenance, landscaping, security, furniture, and office service vendors
• Hold vendors accountable for quality, responsiveness, and service levels
• Negotiate contracts and service agreements
• Review invoices and ensure services are delivered as expected
• Identify opportunities to improve service while controlling costs
• Administrative Team Leadership
• Supervise and support the Receptionist and Administrative Assistant
• Establish clear expectations and accountability
• Provide coaching, feedback, and performance management
• Ensure seamless front desk coverage and exceptional client service
• Meeting & Event Coordination
• Ensure conference rooms are consistently presentation-ready
• Coordinate office meetings, leadership meetings, onboarding sessions, training events, and firm gatherings
• Oversee room setup, catering, technology, and logistics
• Support firm culture initiatives and employee recognition events
• Office Operations
• Manage office supply inventory and purchasing
• Oversee furniture, equipment, and workplace assets
• Coordinate office moves, workspace setup, and office improvement projects
• Partner with IT to ensure office technology functions properly
• Support onboarding and offboarding logistics
• Continuous Improvement
• Build systems that make the office run more efficiently
• Improve processes, eliminate friction, and solve recurring problems
• Look for opportunities to elevate the employee and client experience
• Bring new ideas and recommendations to leadership

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed