Director of Operations and Facilities (Portland or Boston)

Verrill is actively reviewing resumes for a Director of Operations and Facilities to be based in a Verrill Office in either Portland, Maine (preferred) or Boston, Massachusetts. As one of New Englands top full-service law firms, we are interested in hiring talented individuals to join our team. Verrill offers a competitive salary and benefits package, as well as a supportive work environment in which our employees can grow and prosper both professionally and personally.

As a member of Verrills Senior Leadership Team (SLT), the Director of Operations and Facilities plays a critical role in overseeing and managing office operations, facilities management, information governance, and day-to-day legal support. This position is responsible for ensuring smooth and efficient office functioning, implementing effective administrative processes, and supporting Verrills strategic goals. The Director of Operations and Facilities collaborates closely with attorneys, staff, external vendors, and business partners to optimize productivity, enhance client service, and maintain a professional work environment. This role is a full-time, exempt position that reports directly to the Managing Partner. This role requires regular travel to all Verrill office locations (Connecticut, Maine, and Massachusetts).

The Director of Operations and Facilities responsibilities include, but are not limited to:

OFFICE OPERATIONS:

• Develop and implement office policies, procedures, and best practices to enhance operational efficiency and effectiveness.
• Collaborate with the Managing Partner and Chief Financial Officer on all financial matters including budgeting, purchases, and equipment leasing.
• Continuously assess and improve processes to optimize workflow and workload efficiencies, reduce costs, and streamline office operations.
• Supervise and lead office managers and legal support managers as they manage legal assistants and office services personnel, promoting a positive and productive work environment.
• Coordinate staff training and professional development initiatives to enhance skills and performance.
• Conduct regular performance evaluations, provide constructive feedback, and address any personnel issues that arise in collaboration with the Chief Human Resources Officer (CHRO).
• Foster a culture of collaboration, teamwork, and excellence among staff.
• Support attorneys and staff in providing exceptional client service through effective communication, responsiveness, and professionalism.

FACILITIES:

• Collaborate and maintain relationships with external vendors and service providers to ensure high-quality and cost-effective delivery of office functions.
• Oversee the coordination of various administrative functions including office supplies, equipment and furniture, facilities, maintenance, and vendor and business partner relations.
• Develop and maintain emergency response plans, including disaster recovery and business continuity protocols.
• Collaborate with the Chair of Verrills Diversity, Equity and Inclusion Committee to maintain the Supplier Diversity Program.
• Collaborate with the Managing Partner and SLT on lease agreements, including negotiations and renewals.
• Manage Verrills business insurance policies. Ensure policies are current and provide adequate coverage for the firm's physical assets and operations.
• Oversee tenant improvements and space upgrades to ensure compliance with regulatory standards and requirements.
• Assess and address space needs to accommodate organizational growth and changes.
• Manage equipment lease agreements, including negotiations and renewals in collaboration with the SLT.

INFORMATION GOVERNANCE:

• Supervise and lead the information governance team, promoting a positive and productive work environment.
• Maintain information governance policies and procedures ensuring compliance with legal and regulatory requirements. This includes data privacy, retention, and disposal policies.
• Manage the lifecycle of records, from creation to disposal. This involves managing both physical and electronic records, ensuring they are stored securely and can be retrieved efficiently.
• Ensure Verrill complies with relevant laws and regulations, such as the General Data Protection Regulation and/or state-specific privacy laws. This also involves identifying and mitigating risks related to information governance.
• Manage the agreements with off-site storage facility vendors and reports cost analysis annually.
• Manage the intake, release, and destruction of client and administrative records. Ensuring that these processes are managed in accordance with firm policies and legal requirements.

SUPERVISORY RESPONSIBILITIES:

• Interview, onboard, and train new hires.
• Provide constructive and timely performance evaluations.
• Direct the day-to-day legal support, office services and information governance operations across all office locations.

The ideal candidate will be a professional, motivated self-starter with strong communication and interpersonal skills. This position requires a Bachelors degree, six (6) years of relevant experience, and experience managing a department or supervising staff. Experience with Microsoft Office Suite and industry software, implementing and managing multiple projects, and working with senior leadership to implement best practices, strategic goals, and organizational changes are required. Demonstrated ability to solve problems with little oversight and strong professional judgement are also required. The successful candidate will have demonstrated tact, diplomacy, and the ability to create a positive working environment, and establish effective relationships with teams and business partners, while accomplishing goals and meeting deadlines. Experience at a law firm and/or professional service environment is preferred.

Applications will be reviewed in the order they are received, and the position will remain open until filled. Need help applying? Please contact the Talent Acquisition Team.

Verrill is an Equal Opportunity Employer. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.