Director of Operations

Roseland, NJ; New York, NY

Summary

The Director of Operations will partner with Firm Chief Officers, other Directors, Firm Leadership and Office Administrators across the firm to provide leadership and oversight firmwide in the areas of Program Management, Office Services, Secretarial Services, Records Management, and Business Continuity. The ideal candidate will be a confident, collaborative contributor with excellent communication skills, strong consultative abilities, effective leadership skills, a high client service orientation, and a record of delivering impactful results to the business.

Essential Job Requirements

Records Management/Document and Secretarial Services/Office Services

• Manages Document Services Supervisor and Office Administrators across all offices. Provides coaching and support with respect to management of their teams and their Coaches, mentors, and resolves issues to support operations, articulate goals, recognize individual achievement and facilitate and encourage continuing education and development of the team.
• Provides performance counseling/guidance, conducts performance evaluations, and makes salary and disciplinary recommendations.
• Oversees coordination of work assignments and team workflow to ensure adequate administrative coverage across all departments and in all offices.
• Strategizes on innovative and efficient ways to provide a superior level of service to all
• Seeks opportunities to upskill talent and evaluate and implement pipeline initiatives for future recruiting needs.
• Develops, implements, and updates departmental policies and procedures. Oversees the management of our records retention program and records transfer/release procedures.
• Develops and maintains training and procedural documentation in all areas of
• Stays abreast of best
• Monitors expenses and reviews

Project Management

• Partner with the COO, CAO and the Strategic Planning Committee on implementing an execution plan for the firm’s strategic plan
• Follow project management frameworks and methodologies tailored to the specific needs of projects.
• Take on key firmwide initiatives from a project management
• Monitor progress to ensure projects stay on track and within
• Continuously evaluate and improve project management processes and tools to enhance efficiency and effectiveness.
• Provide regular updates and reports on project status, including key metrics and performance indicators, to senior management and key stakeholders.
• Stay abreast of industry trends, best practices, and emerging technologies in project management and legal services to drive innovation and continuous improvement.

Facilities, Vendor and Financial Management

• Contributes to the management of office space, lease negotiations, renewals, and build- outs to include planning, budgeting and scheduling of all facility modifications.
• In conjunction with the CAO, serves as one of the project managers on all construction and renovation projects, providing analysis of the business metrics and ensuring the effective flow of information between firm management and individual offices.
• Provides tactical planning, development, evaluation and coordination of all major office projects and initiatives.
• Solicits proposals for services, negotiates fees, and oversees contract
• Coordinates and assists in the facilitation of on-site surveys of new and remodel projects, including review of facilities for potential acquisition.
• Assists with the responsibility for all office and some firm-wide agreements/contracts with various vendors and service providers.
• Leads project teams in the analysis, budgeting and implementation of these major projects and initiatives.

Business Continuity Planning and Management

• Maintains processes related to emergency preparedness, ensuring that all processes associated with resource management, emergency response, crisis communications, business continuity, incident management, and adequate training of all employees to respond in emergencies are closely monitored and maintained.
• Develops processes associated with ensuring firm and employee safety and security, including processes to prevent and/or mitigate loss, risk and threats to the firm’s employees and its physical assets.

Firm-wide Events/Initiatives

• May assist in helping plan and manage firm-wide events, including annual Partner retreat, annual Sr. Administrative Managers’ Retreat and other events as assigned.
• Responsible for overseeing the management of the company store, which includes merchandise selection, vendor management, marketing and billing/budget reconciliation.
• Other duties as assigned

Skills, Knowledge, and Abilities

• Bachelor’s degree with at least 10 years’ experience in facilities management, including demonstrable experience in managing construction projects through the entire lifecycle. Law firm experience preferred.
• Must possess outstanding communication and project management
• Demonstrated leadership abilities to provide guidance, motivation, and vision to team members across the firm.
• Demonstrated ability to partner with, and influence,
• Exhibit high degree of initiative, critical thinking skills, and the ability to exercise independent judgment and make decisions.
• Ability to collaborate with creativity and
• Proactive with demonstrated troubleshooting, problem resolution, and follow through skills to manage multiple and diverse projects simultaneously in a fast-paced, detail-oriented work

Schedule: 9:00 AM – 5:00 PM

Amount of Travel Required: 50%

Compensation

The expected base salary is $225,000 to $275,000, exempt. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.