Office Operations Supervisor - Mayer Brown LLP

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Salt Lake City office as an Office Operations Manager.

Under the direction of Director of Administration, this role will oversee Office Services, Records Center, Library and Procurement.

• Supervision of Office Services and Records Center staff, including periodic meetings, orientation, training, work assignments, approving overtime, vacations and timecards
• Participates in and assist Director and/or Human Resources Manager with interviewing, performance reviews, enforcement of firm policies and procedures and administering disciplinary actions
• Directly supervises Office Services and indirectly supervises Records Center staff to ensure departments are operating in an efficient, customer oriented and cost conscious manner
• Ensures well-maintained and efficient space utilization
• Manages maintenance of non-computer firm equipment
• Oversees construction projects, contractors providing services and handles purchases and installation of furnishings within firm space
• Assists with annual operating budget for respective departments and provides timely analysis and reports when required
• Oversees and manages purchasing, office supply and library budget
• Oversees and manages the Firm’s library, including library maintenance agreements
• Audits library collection and ensures full integrity of each subscription and the on-line catalogue database
• Oversees coordination of conference services and meeting planning; working knowledge of conferencing and AV equipment
• Monitors all building services provided by office lease.  Interact with building management and work closely with building engineers to ensure that all building services are provided
• Serves as first point of contact with building fire safety for evacuation and emergencies Responsible for organizing and training office emergency teams.  Maintain and update Business Resumption Plan as needed
• Responsible for installation and maintenance of security system and all key and lock distribution
• Coordinates internal office moves and prepare temporary office space and storage as needed
• Coordinates with Paralegal team for trial support, war rooms, file relocation and storage requirements
• Works with employees regarding ergonomic issues and concerns
• Maintains client/matter listings, offsite storage indexes
• Assists attorneys, secretaries, document clerks and paralegals with file requests, file deliveries and pickups, including offsite storage
• Coordinates with recruiting and administration to prepare for smooth transition of new hires and departures, including management of files released and/or received by the firm
• Interfaces with service vendors; reconciliation and approval of vendor invoices
• Ensures that formal screens/ethical walls are appropriately managed
• Assists Director of Administration and Human Resources on special projects and interface with Chicago and other MB offices as necessary
• Performs other duties as assigned by Director of Administration

Education/Training/Certifications: 

• Bachelor’s degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job

Professional Experience: 

• 8+ years of facilities management experience in professional environment required.

Technical Skills: 

• Proficiency in Microsoft Office products
• Ability to use databases such as LegalKey, CMSOpen, Lexis and Westlaw

Performance Traits:     

• Professional demeanor with supervisory experience working within a team environment
• Solid organizational, interpersonal and problem-solving skills
• Excellent vendor relationships, negotiating and analytical skills
• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs and exercise independent judgment
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills 

Management Accountabilities: 

• Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
• Demonstrated leadership and supervisory experience
• Operational budget analysis and recommendations
• Conducts analysis of staffing levels and participation in the recruitment process
• Able to determine and implement change processes to improve workflow efficiencies
• Process- and service-oriented with strong leadership and project management skills
• Able to set priorities and delegate in an efficient manner

Physical Requirements:

• May require occasional lifting of up to 20 lbs.

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401 (k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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