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Job Number: 18106701429
Position Title: Office Operations Manager

Under the direction of Director of Administration, oversee Office Services, Records Center, Library and Procurement.

-  Supervision of Office Services and Records Center staff, including periodic meetings, orientation, training, work assignments, approving overtime, vacations and timecards.

-  Participate in and assist Director and/or Human Resources Manager with interviewing, performance reviews, enforcement of firm policies and procedures and administering disciplinary actions.

-  Directly supervises Office Services and Records Center staff to ensure departments are operating in an efficient, customer oriented and cost conscious manner.

-  Ensure well-maintained and efficient space utilization.

-  Manages maintenance of non-computer firm equipment.

-  Oversees construction projects, contractors providing services and handles purchases and installation of furnishings within firm space.

-  Assists with annual operating budget for respective departments and provides timely analysis and reports when required.

-  Oversees and manages purchasing, office supply and library budget.

-  Oversees and manages the Firm’s library, including library maintenance agreements.

-  Audits library collection and ensures full integrity of each subscription and the on-line catalogue database.

-  Oversees coordination of conference services and meeting planning.

-  Monitor all building services provided by office lease.  Interact with building management and work closely with building engineers to ensure that all building services are provided.

-  Serve as first point of contact with building fire safety for evacuation and emergencies.  Responsible for organizing and training office emergency teams.  Maintain and update Business Resumption Plan as needed.  

-  Responsible for installation and maintenance of security system and all key and lock distribution.

-  Coordinate internal office moves and prepare temporary office space and storage as needed.

-  Coordinate with Paralegal team for trial support, war rooms, file relocation and storage requirements.

-  Work with employees regarding ergonomic issues and concerns.

-  Maintain client/matter listings, offsite storage indexes.

-  Assist attorneys, secretaries, document clerks and paralegals with file requests, file deliveries and pickups, including offsite storage.

-  Coordinate with recruiting and administration to prepare for smooth transition of new hires and departures, including management of files released and/or received by the firm.

-  Interface with service vendors; reconciliation and approval of vendor invoices.

-  Ensure that formal screens/ethical walls are appropriately managed.

-  Assist Director of Administration and Human Resources on special projects and interface with Chicago and other MB offices as necessary.

-  Other duties as assigned by Director of Administration.

Required Skills:

Specific Technical Skills:

-  Knowledge of commercial interior construction and project management.  Ability to read construction plans and blueprints.

-  Computer proficient and ability to use databases such as LegalKey, CMSOpen, Lexis and Westlaw.

Performance Traits: (i.e. analytical, communication skills, problem-solving abilities, etc.):

-  Professional demeanor with supervisory experience working within a team environment.

-  Must possess excellent verbal and written communication skills.

-  Solid organizational, interpersonal and problem-solving skills.

-  Excellent vendor relationships, negotiating and analytical skills.

Physical Requirements:

-  Light lifting; up to 25 lbs. (to be determined by position)

Required Education:

-  Bachelor's degree preferred.

Minimum Years of Experience Required:

-  8+ years of facilities management experience in professional environment required.

Position Available: 10/24/2018
Date Posted: 10/24/2018
Contact Information: Mayer Brown LLP
Susan Woodward
Email resume and salary requirements to:

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