Office Services & Facilities Manager
Office Services & Facilities Manager
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Job Description
Job Description Summary:
Fenwick is seeking an Office Services & Facilities Manager for our newest office in Boston. The Manager will be responsible for the day-to-day operations and will work collaboratively with office partners direct reports and other key personnel across the firm to provide exceptional customer service. This role is highly visible and will aim to ensure successful management in the areas of facilities office services information technology and management of administrative staff.This position requires five days on-site in our Boston MA office and requires a 40-hour work week supporting an 8:30 am 5:30 pm daily schedule and additional hours as necessary to support business needs.
Job Description:
Office Operations
- Responsible for the day-to-day management of operations of the Boston Office including:
- maintenance of the mailroom and copy center to ensure efficient effective and accurate handling of incoming mail/packages interoffice mail and print/copy/scan projects.
- visitor management and coordination with building security for access control.
- providing event planning support for the office including but not limited to catering for lunches and other events in the office sending out invitations making arrangements to support office/client events office services and facilities support.
- ensure there is always appropriate coverage at the reception desk.
- Responsible for training coaching and guiding the direct reporting staff adhering to office procedures and policies and ensuring that all meet the department standards (including the use of Facilities License Agreements when needed).
- Effectively coordinate team workflow projects catering and services to facilitate efficiency during peak and non-peak times.
- Communicate firm/office/department goals to the team and ensure successful execution of these goals.
- Responsible for fostering a collegial team environment by encouraging teamwork and collaboration across team and firm by working with colleagues in other offices.
- Review and approve timecards for direct reports including PTO requests and ensuring coverage in all areas as needed.
- Appropriately communicate and escalate office concerns and issues to office services/facilities team.
- Responsible for budget maintenance and processing of invoices for catering equipment and services ensuring unbudgeted expenses are approved.
Vendor Management
- Research and vet potential vendors.
- Managing relationships with vendors and service providers to ensure timely and cost-effective delivery of office services. As appropriate identify and resolve gaps in quality of services and products and actively resolve the issues.
- Ensure vendor COIs are up-to-date and pass downs are submitted for all on-site visits.
- Manage and process vendor invoices through Chrome River.
Facilities
- Partner with firm facilities personnel on various initiatives as it relates to property management repairs and other office wide projects as identified.
- Oversee daily building and facilities-related issues including issuance and programming of access cards office maintenance issues office setup for new employees and office moves.
- In conjunction with building management ensure compliance with local state and federal regulations related to building codes safety standards and environmental regulations.
- Provide training on equipment use safety and injury prevention.
- Head the offices Emergency Response Team and initial contact for local emergencies.
IT Support
- Provide computer software AV and network support to end-users.
- Ensure desk phones are assigned and maintained accurately.
- Install or relocate computer systems and network hardware including monitors printers and scanners.
- Help install and support software on users notebooks and smart devices.
- Request new computer equipment and prepare / issue replacement equipment to end users.
- Escalate matters to the appropriate resources as necessary.
- Coordinate with firmwide AV team to meet in-office AV/VC support needs.
- Diagnose and help resolve network connectivity problems when required.
- Perform other tasks as assigned.
Knowledge Skills and Abilities:
- Strong presence and leadership presentation discretion and sound judgment in a high pressure and fast paced environment.
- Excellent interpersonal and communication skills and be able to build rapport with stakeholders at all levels of the firm.
- Proven ability to manage train and mentor team members.
- Must be able to display and provide excellent customer service in a professional manner to internal and external clients.
- Highly organized and resourceful with exceptional time management skills.
- Must be able to maintain discretion at all times.
- Proficiency is MS Office and other frequently used workplace technologies.
- The ability to collaborate effectively with colleagues to resolve issues and enhance the success of the firm.
- Ability to think strategically and innovatively by demonstrating flexibility professionalism diplomacy and tact to accommodate changing needs of the business.
- Experience managing office events in a law firm or professional services firm.
- Ability to lift up to 50 lbs and manage light office equipment when needed.
Reporting to the Senior Director of Facilities & Office Operations the qualified candidate will have 3-5 years of experience in facilities/office services in a law firm or professional services firm. Experience providing IT Support in a law firm or professional services firm is preferred. Knowledge and experience operating and maintaining copy/print machines a plus. Bachelors degree strongly preferred.
Benefits and Compensation Details:
At Fenwick we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical emotional and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare Life Insurance Health Savings Accounts Flexible Spending Accounts and Wellbeing.
The anticipated range for this position is:
$104000 - $155750Depending on the role the actual base salary offered may depend upon a variety of factors including without limitation the qualifications of the individual applicant for the position years of relevant experience level of education attained certifications or other professional licenses held and if applicable the location in which the applicant lives and/or from which they will be performing the job.
A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.
Required Experience:
Manager
Employment Type
Full-Time
