Legal Office Services Supervisor

Our client has an immediate opening for an Office Services Supervisor in our Houston office. This position reports directly to the Office Administrator and is responsible for overseeing the day-to-day office services team and operational functions of the office. The successful candidate will help ensure the efficient delivery of administrative facilities and office support services while promoting a high level of service to attorneys business professionals clients and visitors. This role will work closely with firm leadership and administrative departments to support office operations process improvements vendor management facilities coordination and office services team supervision.

Responsibilities:

Leadership

• Supports the Office Administrator and Office Head in maintaining efficient and effective day-to-day office operations and in accordance with longer-term office operations goals projects and priorities.
• Supervises office services team and provides regular guidance direction and support to ensure high performance and service excellence.
• Promotes a collaborative service-oriented work environment consistent with the Firms culture and standards.
• Assists with implementing office procedures operational initiatives and firmwide programs.
• Oversees duplication requests for corporate and litigation support needs.
• Participates in special projects office initiatives and operational improvements as assigned.
• Provides oversight for the overall client/visitor experience driving concierge level service.
• Performs other duties and responsibilities as assigned.

  Operations and Facilities

• Supports the Office Administrator in overseeing the daily operations of the office to ensure services are delivered efficiently and effectively.
• Under the direction of the Office Administrator coordinates office services and facilities support including conference room operations office maintenance repairs security access and general workplace needs.
• Serves as a liaison with building management engineering and external vendors for routine and emergency facilities matters.
• Monitors office appearance and functionality to ensure a professional and well-maintained environment.
• Assists with office moves space planning furniture installations and related logistics.
• Coordinates with firmwide departments regarding office equipment supplies and operational needs.
• Helps manage vendor relationships and monitors service levels for outsourced operational services.

  Administrative Support

• Supervises office services support team and helps ensure the delivery of high-quality support services and work product to attorneys and business professionals with a focus on meeting deadlines.
• Assists with workflow coordination and resource allocation to support office and practice needs.
• Supports onboarding logistics for new hires including workspace setup supplies and coordination with relevant departments.
• Helps maintain office procedures and ensures business professionals compliance with operational policies and best practices.

  Financial and Vendor Management

• Assists with the preparation and monitoring of office operating expenses and departmental budgets in cooperation with the Office Administrator.
• Reconciles invoices tracks vendor expenses and supports budget adherence for areas of responsibility.
• Coordinates purchasing and inventory management for office supplies equipment and related materials.
• Assists in identifying opportunities for cost savings and operational efficiencies.

Safety and Office Services

• Supports office safety security and business continuity efforts including emergency preparedness procedures and office protocols.
• Coordinates office services functions such as mail copy reception catering and hospitality support as applicable.
• Helps ensure compliance with firm policies building requirements and applicable workplace regulations.

Qualifications:

• A minimum of 3-5 years experience in office operations facilities or administrative supervision preferably in a law firm or professional services environment.
• Demonstrated experience supervising business professionals and coordinating day-to-day office operations with focus on reception hospitality office services duplicating and mailroom.
• Strong knowledge of office services facilities coordination vendor management and workplace support functions.
• Strong knowledge of duplication/copying process. Litigation and/or corporate environment exposure strongly preferred.
• Excellent organizational and project management skills with strong attention to detail and follow-through.
• Strong communication and interpersonal skills with the ability to work effectively with attorneys business professionals vendors and building management.
• Ability to manage multiple priorities respond to issues with sound judgment and maintain a high level of professionalism.
• Experience with budgeting invoice review and expense tracking preferred.
• Strong problem-solving skills and the ability to work independently in a fast-paced environment.
• Proficiency in Microsoft Office Suite required.
• A Bachelors degree is preferred.

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Manager