Operations Manager

Overview:

Mayer Brown is an international law firm positioned to represent the worlds major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firms client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Washington D. C. office as an Operations Manager.

This position is responsible for the day-to-day operations functions in the Washington, DC office.

• Oversee general office operations to include building security system, temperature issues, construction projects for the firm, request for proposals on a variety of vendor related issues such as equipment purchases, facilities management contracts, furniture requisitions, maintenance contracts for the space and mechanical systems space modifications, and all purchasing and acquisitions for the firm including equipment, furniture, paper, services (maintenance), special requests, stationery (bond paper, business cards, envelopes, letterhead) and supplies.
• Act as security liaison for the employees of the firm with the Washington Metropolitan Police.
• Liaise between the on-site facilities management company and the Director of Administration.
• Maintain overall physical appearance of the firms office space and work closely with the Director of Administration, the buildings housekeeping and cleaners to ensure that the space is clean and well maintained at all times. This includes carpet, lighting issues, painting, plants, repairs and wood maintenance for doors, furniture, vacant offices and secretarial stations.
• Monitor employee work areas as needed to maintain the overall appearance of the office.
• Manage communications related to office facilities issues in the DC office.
• Develop and maintain safety procedures for the office in the event of an emergency evacuation.
• Coordinate with the Director of Administration on day-to-day facilities and real estate occurrences as they relate to practices, new hires and special functions.
• Provide monthly reporting to Director of Administration on all staff attendance.
• Coordinate the new hire process with the Director of Administration and Human Resources department regarding office selection and set-up prior to arrival and transition into the Firm
• Maintain a full operational knowledge of all equipment including the fax equipment, LCD projections and overhead projectors.
• Work with firm employees regarding ergonomic issues and concerns.
• Maintain current knowledge of and ensure compliance with all OSHA requirements and regulations, and educate employees to ensure they are operating in an ergonomically correct work environment.
• Coordinate and implement internal office moves.
• Maintain a comprehensive inventory of the Firms capital assets including art work, equipment and furniture
• Assist Human Resources with the security aspect of difficult employee terminations when required, including witnessing the conversation between employee and manager, escorting the employee to their office and monitoring items being removed from the office to ensure that proprietary work product is not removed or destroyed.
• Assist in the coordination of trial support for the firm, including setting up equipment, furniture and space
• Perform all responsibilities associated with supervising and ensuring the effectiveness of the staff of the Office Services department and third party Vendors
• Ensure operational processes and procedures are updated, implemented, followed within the Facilities and Office Services departments
• Liaise with Facilities and Office Services Management counterparts in other offices to share best practices and leverage vendor opportunities
• Prepare and manage annual budgets for occupancy, facilities, mail/copy department and office-wide capital improvements; including business plan preparation, cost analysis, and budget reporting
• Assist brokers in the leasing process of available sub-tenant workspace by ensuring access for tours, arranging furniture and offices as needed and other tasks as requested.
• Performs other duties as assigned or required to meet Firm goals and objectives

Education/Training/Certifications:

• Bachelors degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job

Professional Experience:

• Minimum 10 years of progressively responsible experience in Operations with at least 5 years management and supervisory experience in a law firm or professional setting.
  

Technical Skills:

• High proficiency in Microsoft Office products, specifically Outlook and Excel

Performance Traits:

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs and exercise independent judgment
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Management Accountabilities:

• Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
• Demonstrated leadership and supervisory experience
• Operational budget analysis and recommendations
• Conducts analysis of staffing levels and participation in the recruitment process
• Able to determine and implement change processes to improve workflow efficiencies
• Process- and service-oriented with strong leadership and project management skills
• Able to set priorities and delegate in an efficient manner

Physical Requirements:

• May require occasional lifting of up to 20 lbs.
• May re.