Operations Manager

4 days ago

Manchester, New Hampshire, United States Anansys Staffing LLC Full time
Job Summary

We are seeking an experienced Operations Manager to join our team at Anansys Staffing LLC. The successful candidate will be responsible for providing proactive support, management, and direction to administrative staff related to the day-to-day operation of the firm.

Key Responsibilities
  • Facilities Management: Supervise facilities, reception, training, and scanning departments, ensuring the smooth operation of the office.
  • Space Allocation: Allocate space, file space, and offices within the building in consultation with the President.
  • Transition Planning: Organize, plan, and execute transition plans for space and case transfer for incoming attorneys, firms, and outgoing firms.
  • Conflict Check Process: Oversee and manage conflict check process with Department Chairs for incoming cases.
  • Building Maintenance: Plan for building repairs, maintenance, and alterations, coordinating directly with architects and contractors.
  • Lease Management: Manage lease relationships with landlords, tracking and ensuring compliance with lease requirements for each location.
  • Office Location Changes: Manage any office location changes for the firm.
  • Maintenance Contracts: Determine the need for and economic desirability of maintenance contracts on building systems and office systems.
  • Filing System: Set up, control, and maintain a filing system for active and inactive files, including maintenance and reduction of offsite and onsite inactive files.
  • Forecasting: Forecast future facilities needs and projects anticipated capital needs on a rolling five-year basis.
  • Vendor Contracts: Negotiate vendor contracts for the mechanical upkeep of the HVAC systems, mail and binding machines, grounds keeping companies, electrical and plumbing work, as well as best price contracts with office supply vendors and records storage companies.
  • Hospitality: Organize and coordinate all hospitality requirements with caterers for meetings, retirement/farewell parties, as well as other client and firm-related social events.
  • Budgeting: Maintain and update yearly budgets for capital expenses, building occupancy, office operating, utilities, firm activities, postage, and file storage.
  • Workflow Review: Review and approve workflow related to their department/role/function.
  • Events Committee: Participate as a member of the events committee, taking responsibility for firm event execution.
  • Parking Program: Administer the parking program for attorneys and staff.
  • Staff Assignment: Assign and reassign all non-legal staff within the firm (other than those with a direct supervisor).
  • Time Off Requests: Manage and approve time off requests, timecards, and ensure proper coverage for Attorneys at all times for Legal Assistants, floaters, and Paralegals.
  • Receptionist and Mail Services: Manage the assignment of receptionist and mail services backup coverage.
  • Teamwork: Serve as a trusted colleague for other members of the management team, contributing to an environment of teamwork and cooperation.
  • Communication: Work as part of the management team, communicating regularly with and keeping the Director of Administration informed on all matters.
  • Travel: Some limited travel required at times to other office locations.
Requirements
  • Education: Bachelor's degree in business administration or related field.
  • Experience: Minimum of 5-7 years prior experience in an Operations and Management role with direct reports.
  • Skills: Willingness to ask questions and work independently, willingness to take on additional responsibilities, ability to take direction, detail-oriented, professional, outgoing demeanor, dependable, ability to work with numbers, positive team player, excellent verbal and written communication skills, working knowledge of Microsoft Excel, Word, and Outlook, strong organizational skills and attention to detail, ability to successfully multitask, confidentiality, and proficiency in Microsoft Office Suite.

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