Job Description
Cooley is seeking an Operations Manager to join the Office Services/Facilities team. Position summary: The Operations Manager is responsible for overseeing the general office operations for all office services, facilities, conference services, mail/messenger services, reception and hospitality, food services, purchasing, reproduction services, and general office maintenance. Specific duties and responsibilities include, but are not limited to, the following: Position responsibilities: Administrative : Directly manage facilities team which may include facilities, conference services and/or office services staff, including hiring, mentoring, performance evaluations and counseling. Participate in terminations as appropriate, with input from CN HR and the Director of Administration, as necessary. Supervise non-employee service providers (NESPs) in the department Lead regular team meetings with direct reports – providing appropriate office updates, professional development opportunities and space to discuss necessary topics Anticipate problems and issues and develop solutions to provide consistently high level of responsive, efficient and effective support to meet employee and client needs Report on a regular basis to Director of Administration regarding all areas of responsibility and provide list of outstanding projects and tasks. Work with the Activities Committee and other local and firmwide managers to help coordinate events for the local office. Locate and contract with services providers related to events, as needed Partner with HR on all initiatives affecting employee engagement in the workspace Assist Marketing, Legal Talent, Professional Development and other departments with coordination of events Manage updates to local office’s CooleyNet page, assist with weekly office updates and quarterly newsletters Other duties or projects as assigned by the Regional Director, Director of Administration or Partner-in-Charge Procurement/financial management/real estate: Prepare, monitor and manage operations and capital budgets and expenses in all areas of responsibility. Review the monthly expense account detail report and prepare a description explaining variances from the annual budget Understand the current office lease in detail, such as critical dates, real estate metrics, and options Maintain files on current and former leases, subleases, rent invoices and all operational expenses and capital projects and calendar all appropriate deadlines and reminders Consistently update operational analytics, such as occupancy reports, real estate space sheets and variance reports Assist Regional Director and Director of Administration with office build outs, moves and/or expansion efforts and act as liaison between Director of Administration and architects and construction contractors, as needed May be responsible for reviewing chargeback reports, client supply charges, copy center billing books and café (where applicable) sales reports and report results of same to Director of Administration Coordinate, support and/or lead RFP processes for procurement of goods and services related to office operations Identify and implement methods to reduce cost and increase productivity in areas of responsibility Facilities management: Oversee workspace locations which may include lobby and reception area(s), mailroom and copy centers, café and office buildings Supervise the facilities team responsible for answering conference room hotlines, confirming all meeting requests and managing conference room system Manage moves for the office including coordination with other departments and selecting and supervising moving vendors, as needed Oversee furniture installation for new or rental furniture Update office maps on a regular basis Manage all aspects of building maintenance including landscaping, grounds, HVAC, electrical, plumbing, janitorial, security, life safety systems and café equipment maintenance. Coordinate with property management on contractors for these services, as required. Conduct RFPs for contracted services to ensure high quality service is provided at a reasonable cost Manage onsite building engineer Manage local office emergency and safety teams, lead evacuations and implement safety procedures Maintain and replenish safety and emergency supplies and calendar expiration dates In conjunction with HR and the firm’s workers’ compensation carrier, be trained as an Ergonomist and conduct ergonomic evaluations for all new hires and as requested by existing employees Work with HR on any employee ergonomic complaints Coordinate office recycling prog