Office Operations and Facilities Manager
Fair Lawn, New Jersey, United States · Full Time
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- Experience
- 3–7 yrs
- Salary
- USD 75,000 – USD 95,000 / year
- Openings
- 1
- Posted
- 3 weeks ago
- Work mode
- In office
- Education
- null
- Eligibility
- This role is open to individuals with 3-7 years of experience in office operations or facilities management. Strong candidates will possess excellent organizational and communication skills, experience in process documentation, and vendor management capabilities. The position requires the ability t…
- Resume
- Required to apply
Where you'll work
Job description
About the Role
A growing law firm is seeking a highly organized and process-driven Manager for Office Operations and Facilities. This role is responsible for overseeing the daily execution and continuous improvement of office operations across two locations. The objective is to maintain a well-functioning, fully equipped, and professional workplace by establishing clear, scalable processes for facilities, supplies, equipment, and systems. A significant aspect of this position involves developing and documenting standard operating procedures, automating tasks where feasible, and implementing structured systems like checklists, labeling, and inventory control to ensure consistency, accountability, and operational excellence.
What You’ll Do
Facilities & Vendor Management
- Serve as the main contact for building management and facility vendors.
- Oversee vendor relationships, manage repairs, maintenance, and facility enhancements.
- Monitor vendor service levels, budgets, and overall performance.
- Assist with office relocations, space planning, and ensuring workplace safety and security.
Workplace Operations
- Ensure the office environment is consistently clean, organized, and well-stocked.
- Supervise cleaning services, manage supplies for kitchens and common areas, and ensure conference rooms are prepared.
- Proactively identify and address needs for preventative maintenance.
Supplies & Equipment Management
- Take ownership of the procurement, inventory management, and cost control for office supplies.
- Implement systematic stocking procedures, including par levels, labeling, and organization.
- Manage office equipment such as copiers, phones, coffee machines, and furniture, including their service, repair, and lifecycle planning.
Systems Ownership (RingCentral & Office Systems)
- Administer the RingCentral system, including user setup, optimization, and providing support.
- Create training materials to promote consistent system adoption.
Process & Continuous Improvement
- Develop and maintain Standard Operating Procedures (SOPs) for all core responsibilities.
- Establish clear standard work routines for daily, weekly, monthly, and annual tasks.
- Implement checklists, workflows, and inventory control systems to streamline operations.
- Drive ongoing improvements focused on scalability and efficiency.
Projects & Office Moves
- Coordinate office relocations, reconfigurations, and related vendor activities.
- Align project timelines, dependencies, and execution to minimize disruption.
Business Insurance Administration
- Manage the company's business insurance programs and associated vendor relationships.
- Oversee insurance renewals, documentation, Certificates of Insurance (COIs), and claims support.
- Collaborate with Finance and HR departments on insurance budgeting and compliance matters.
What You Bring
The ideal candidate will possess a strong background in office operations and facilities management, with a proven ability to develop and implement efficient processes. Excellent organizational skills, meticulous attention to detail, and a proactive approach to problem-solving are essential. The ability to manage multiple priorities effectively in a dynamic environment is crucial. This role requires a commitment to working onsite throughout the week.
Compensation
The annual base salary for this position ranges from $75,000 to $95,000. The final compensation package will be determined based on the candidate's experience, skills, and overall qualifications.
Benefits
The company offers a comprehensive benefits package, including fully employer-paid Medical Insurance from the first day of employment, and Dental and Vision Insurance starting within 31 days. Employees also benefit from a 401(k) plan with employer contributions, Profit Sharing, and a Cash Balance Plan. Additionally, a competitive Paid Time Off (PTO) policy and paid holidays are provided, fostering a supportive and collaborative work environment where contributions are valued.
Team & Reporting
This role includes managing Office Services Coordinators located at both the Paramus and Fair Lawn offices.