Office Services Manager

Office Services and Facilities Manager

New York, NY

A global CA based law firm is seeking an Office Services and Facilities Manager who will be responsible for overseeing the overall premises, maintenance, security, and operational services for the New York office. Working alongside the Office Administrator, the incumbent will ensure the needs of the office are met and maintained, as well as fostering a productive and comfortable environment for the firm’s personnel, clients, and guests. The incumbent will engage with building management and other outside vendors to schedule and facilitate office moves, repairs, and renovations; manage the process for preparing offices/workstations for new/visiting personnel; ensure housekeeping tasks have been properly completed; maintain and track various office supplies inventory. Other duties may include back-up support and/or coordinating services in the areas of hospitality, reception, mail, copy and fax. The ideal candidate will have a strong background in facilities and office services management, with a keen eye for detail which includes identifying areas requiring improvement and a proactive approach to problem-solving. Ability to self-perform light repairs is a plus.

This position is based in our New York Office and will require 5 days in office presence.

Responsibilities

• Overseeing the maintenance and management of the firm’s office space including the planning, coordination, and execution of all building operations, maintenance activities, facility improvement projects, and office services.
• Coordinating maintenance schedules, procedures, and protocols to ensure optimal functioning of all facilities.
• Coordinating repairs, renovations, and equipment installations as needed, ensuring minimal disruption to daily operations.
• Overseeing office services, including mailroom operations, office supplies procurement, janitorial services, and other administrative functions.
• Managing relationships with vendors and service providers to ensure timely and cost-effective delivery of office services.
• Ensure compliance with local, state, and federal regulations related to building codes, safety standards, and environmental regulations.
• Collaborate with Office Administrator on office buildouts, relocations, expansions, and consolidation of work areas, ensuring efficient use of space and resources in coordination with the Builders/Architects and sub-contractors of trades such as Mechanical, Electrical, Plumbing, Telecom, AV, Network, Security, HVAC, etc.
• Supervising the reception area operations, ensuring a professional and welcoming environment for visitors and employees.
• Supervising reception staff, providing guidance on guest services and administrative support.
• Supervise and mentor facilities staff, reception, contractors, and vendors, ensuring high-quality work and adherence to safety protocols.
• Coordinating across departments including IT, Administrative Support, to develop and maintain best reception and facilities best practices.
• Manage in-house food and beverage expenses, including catered meals, kitchen supplies and equipment.
• Responsible for budget maintenance and processing of invoices for catering, equipment, and services, ensuring unbudgeted expenses are approved.
• Management of all on-site vendors, this includes contract catering vendors for lunches, dinners, or special events.
• Responsible for overseeing facilities and office services set-up of workspaces as required.
• Responsible for coordinating all aspects of moves within the office.
• Oversee management of office supply areas; ensure proper and consistent stock of all supplies are on hand and orders are managed efficiently.
• Manage maintenance of all pantries and kitchen equipment throughout the office.
• Ability to be flexible to come in early or stay later due to business needs.
• Perform other ad hoc duties as needed.

Requirements

• Excellent leadership, communication, and interpersonal skills are a must.
• Provide exemplary client service to internal and external clients by collaborating with various departments, firm executive personnel, vendors and contractors.
• Must be flexible and able to work under tight deadlines in a fast-paced and dynamic environment.
• Exhibit a high level of attention to detail to ensure the accuracy and quality of work product.
• Demonstrate excellent communication and organizational skills, both written and verbal.
• Possess the interpersonal skills necessary to support positive working relationships and to effectively communicate and interact with other, demonstrating poise, tact, and diplomacy.
• Demonstrate the ability to follow complex instructions and if unsure, have the confidence to ask clarifying questions.
• Protect and handle confidential and sensitive information with care, tact and discretion.
• Ability to embrace and apply current technology and the drive to learn new tools and system processes quickly and with confidence.
• Support and promote effective work practices, collaborate as a team member, and show respect for all firm personnel.
• Demonstrate a working proficiency in Microsoft Office applications – Word, Excel, PowerPoint, and Outlook.
• Ability to demonstrate a working knowledge with applications such as Maptician, EMS, etc. is a plus.
• Reporting to the Office Administrator, the ideal candidate will have 6 years of proven experience in facilities management within a law firm, corporate law department or financial services industry. Bachelor’s Degree strongly preferred.

Compensation

The anticipated range for this position is: $115,000 - $172,750