Operations Manager - Jackson Walker

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Operations Manager

Department: Operations

Reports To: Chief Logistics Officer

FLSA: Exempt

Position Summary: Under the general direction and direct supervision, this firm-wide position is primarily responsible for providing support to the Operations Department which encompasses facility services, purchasing, records and the related technologies.

Essential Duties and Responsibilities: The specific duties of this position include, but are not limited to the following:

Vendor Relations

• Assists the Facilities Manager with purchasing related to office services and conference room requirements
• Participates in the vetting process for selecting new vendors supporting the firm operations
• Assists in evaluating vendor relations to ensure most effective procurement arrangements specific to office supplies, beverage services, maintenance providers, and others
• Processes and verifies vendor invoices for approval, tracks and follows up on invoice disputes and coordinates client cost capture
• Maintains list of all vendors, contact information specific to each City
• Manages snack budget, tracks weekly/annual expenditures, reports and makes recommendations as requested

Project Management

• Works with the Facilities and Records Manager in creating and maintaining project timelines, milestones and deliverables
• With input from department, creates and audits Operations documents associated with policies and procedures while maintaining a repository for Operations related documents
• Facilitate and coordinate Operations meetings which includes members from Williams Lea leadership, Facilities and Records
• With support from the Facilities Manager, assists in planned and unplanned building outages affecting power, supplemental air, and building/office functions and tracking office notifications for such events

Facilities and Records Functions

• Manages and/or assists the Facilities Manager in property management communication, office moves, new hire and departure processes, offsite trial support, hospitality guidelines, inventory and maintenance audits
• Works with the Records Manager to document ongoing projects related to physical and electronic records, auditing firm department and firm client matter workspaces and filing of knowledge based documents in the document management system

Emergency Preparedness

• With input from the Chief Logistics Officer and Facilities Manager, manages and/or assists in the development and ongoing maintenance of the Firm’s emergency preparedness plans
• Works with the department on maintaining periodic updates and audit specific plans related to life safety, medical emergencies and workplace incidents coordinating City-specific plans with the City administrators complying with local property management, first responders and city regulations

General Duties: Other general duties related to this position include:

• Perform general office duties and administrative tasks as directed, serve as backup for primary responsibilities of other department members
• Serve in support role to Chief Logistics Officer who is responsible for expansions and construction in all Cities
• Assist in the management of department staff and office services, approving overtime, tracking vacation, PTO and WFH status
• In collaboration with the Chief Logistics Officer and Facilities Manager, be proactive in creating opportunities for engagement between the Operations staff and Office Service members across the JW cities

All the above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive list of essential functions, responsibilities or requirements.

Knowledge, Skills and Abilities Required:

• Must be able to work collaboratively with other administrative personnel, be flexible and able to multi-task while prioritizing a variety of responsibilities
• Must be highly organized and able to manage multiple concurrent tasks while supporting other department project work
• Requires written and oral communication skills such as proofreading for clarity, punctuation, grammar, spelling of routine law office email transmittals
• Ability to perform non-complex accounting calculations for invoices and budgetary work
• Ability to draft correspondence and reports within MS Office Suite applications
• Interpersonal skills necessary to communicate in person, by email and telephone; follow instructions effectively from a diverse group of clients, attorneys and staff; provide information with courtesy and tact
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours occasionally
• Ability to travel to other offices occasionally
• Prior law firm experience preferred
• Aptitude to utilize existing and new technologies supporting legal-specific document management, office services, and facilities management systems, including cost capture and access control applications
• Proficient keyboard skills and preferred advanced skill in MS Office Apps including Excel, Word, PowerPoint and Adobe
• Physical requirements for this position are: sighted, good hearing and speaking voice, dexterity with hands and fingers

Working Conditions: Normal office environment with little exposure to excessive noise and temperature.