Overview

The Facilities & Operations Manager is responsible for overseeing maintenance, repairs, space planning and the emergency preparedness program in the firm’s Philadelphia office. While serving as the day-to-day contact for property management, the Manager is also responsible for establishing and maintaining contractor and vendor relationships including developing, scheduling and implementing preventative maintenance programs. This position works closely with the Philadelphia Office Administrator and the Epiq Site Manager to ensure space is ready for meetings and other events.

ESSENTIAL JOB FUNCTIONS:

  • Responsible for managing facilities vendors, purchasing and budget to include beverage services, office supplies, and break service supplies. Oversee and coordinate external services with maintenance and repair vendors ensuring quality of service, timeliness of response, and resolution. Provide site-level access to vendors, contractors and other visitors.
  • Meet with vendors and contractors to discuss services, obtain pricing, discuss alternatives for cost reductions, and maintain cooperative relationships.
  • Serve as day-do-day contact with building property management, acting as a liaison for scheduled and emergency repairs.
  • Communicate critical facilities information to Philadelphia office, including but not limited to notifications of scheduled and non-scheduled repairs.
  • Conduct regular walkthroughs to ensure pristine condition of office space. Compile and maintain a prioritized list of recommended upgrades and general maintenance repairs.
  • Manage floor cafes to ensure beverages and other products are stocked for employee use.
  • Act as day-to-day contact for the outsourced Facilities and Office Services team in Philadelphia. Perform periodic inspections and reviews of the vendor’s service performance. Services include office mail services, courier service, and document imaging and maintenance services.
  • Manage Emergency Preparedness Program. Organize semi-annual building emergency drills. Maintain the “First Responders” list and coordinate regular AED training and equipment inspection. Ensure Floor Wardens are trained and maintain safety equipment.
  • Responsible for and respond to general and urgent end-user inquiries regarding day-to-day services, i.e. general repairs/preventative maintenance, HVAC, building automation/controls, pest control, fire/life safety, waste management, security, etc.
  • Manage office moves, working in conjunction with Office Administrator on office assignments. Implement functional rearrangements and moves (as needed) ensuring coordination and planning of all support services and communicating same.
  • Manage ticketing process for facilities department-assigning, monitoring and reporting on tickets status.
  • Oversee new hire on-boarding processes related to Facilities, parking management, Philadelphia invoice payments, and general security requests (print access card, view security cameras, if applicable.)
  • Create and monitor badges and security access for Philadelphia office; conducts quarterly badge access audits.
  • Analyze and assess parking needs for Philadelphia office. Manage parking solutions due to expansion and reduction efforts by developing and researching potential solutions.

QUALIFICATIONS & REQUIREMENTS:

  • Strong understanding of building and safety operations. Must be able to work independently and in a team setting.
  • Superior customer service skills and able to solve problems through collaboration.
  • Outstanding verbal, written, and organizational skills.
  • Excellent interpersonal skills and the ability to work and communicate effectively with all levels of law firm personnel, including partners and administrative managers.
  • Maintain sensitivity to confidential information.
  • Ability to multi-task, meet deadlines and shift priorities quickly.
  • Strong technical skills including MS Word, Excel, PowerPoint, Visio, and Outlook applications, with an emphasis on the ability to utilize and manipulate data in Excel spreadsheets.

EDUCATION AND/OR EXPERIENCE:

  • Bachelor’s degree in related field, or any combination of training, education and experience that demonstrates the ability to perform the duties of this position.
  • Minimum of 5 years progressive experience working in facilities and space management.

Tracking

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