Office Services Manager

• Serves as liaison between the firm and property management organizations and their respective staff such as work orders, building communications, and safety planning
• Interfaces with external vendors providing services to the firm (i.e. repair services, carpet cleaning, plant maintenance, and painters); reviews and approves equipment and service invoices
• Actively engages with vendors to create planned maintenance schedules
• Oversees relationship with outsourced office services providers, monitors performance of work all relevant work processes
• Manages the parking relationship with Rochester and Buffalo parking garages, reviews and processes monthly invoices
• Manages relationship with travel vendor, tracking activity, setting up new users, etc.
• Assesses office equipment needs within the firm, compares vendor prices, and negotiates contracts with identified vendors for maintenance of office equipment, furniture, supplies, and other relevant external services
• Creates and shares information regarding office security measures; participates in disaster recovery planning procedures; conducts quarterly updates with safety coordinators; maintains office safety equipment (AED, Security Cameras, etc.)
• Responsible for creating and tracking budgetary expenses
• Researches and assists in adhering to records retention standards by practice group; creates criteria for retaining information and provides training and education to the appropriate individuals in the firm; reviews and maintains contract for records storage, document destruction; creates quarterly reports to track progress

• Bachelor’s degree in business or management and five (5) years of progressively responsible work experience, including supervisory responsibilities in assignments such as facilities management, records management and retention, or customer service; experience in a legal or professional service organization is highly sought
• Strong interpersonal and customer service skills; ability to work effectively with firm partners, attorneys, paralegals, administrative and support staff, property management organizations, and third-party vendors
• Ability to assess the facility needs for a professional service organization; recommend and implement changes
• Prior experience with contract negotiations
• Proven ability to manage projects to include research, summarization of data, recommendations and implementation
• Comprehensive knowledge of records management standards, processes and procedures
• Strong organizational and problem-solving skills; ability to respond to multiple priorities and meet varying deadlines

• Competitive compensation dependent upon education and relevance of prior work experience
• FLSA Classification: Salaried Exempt
• Annual Salary Range: $61,000 - $67,000
• Excellent benefit package:

• Eligible to accrue 3 weeks of vacation beginning at 1 year of service
• Significant employer contribution toward health insurance
• Participation in 401(k) plan upon completion of eligibility requirements

Apply on-line at www.hselaw.com (select “Careers”). EOE