Operations Manager
Pilsbury Law

Job Info

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Nashville, Tennessee

Job Description

Primary Responsibilities

• Utilize the "On Budget" software for meticulous budget preparation and forecasting.
• Regularly analyze financial data to identify trends, forecast needs, and address discrepancies.
• Review and approve operations-related invoices, ensuring accuracy and adherence to budget constraints.
• Prepare and submit check requests and expense reports as required.
• Budget Monitoring:
  • Continuously monitor various budget categories to ensure expenditures remain within allocated budgets.
  • Implement cost-saving measures to improve financial efficiency.
  • Provide comprehensive management and oversight of third-party service providers, such as Epiq, to ensure contractual compliance and service quality.
• Space Planning and Construction/Renovation Management:
  • Lead space planning efforts to optimize office layout and functionality.
  • Oversee construction and renovation projects, ensuring they meet specifications, budget, and timelines.
  • Maintain and regularly update floor plans, construction, renovation, and base building drawings to ensure accurate records.
• Supplies Management:
  • Oversee the procurement and inventory of office supplies, approving special requests and managing suppliers.
• Lease and Compliance:
  • Provide expert input regarding lease agreements to ensure compliance with terms and conditions.
  • Serve as the primary liaison with building management to address any issues related to operations and services.
• Oversee the operation of inbound and outbound fax services, mail, and courier services to ensure efficiency and reliability.
• Work with EPIQ on Site Manager in replenishing postage funds as necessary.
• Develop and maintain a robust office security and safety program, including managing building access and emergency procedures.
• Manage parking activation and validation programs.
• Coordinate local transportation services, such as cab and sedan services, to facilitate employee and client mobility.
• Oversee the setup of office spaces for new hires and manage visitor offices to ensure a welcoming environment.
• Manage the corporate apartment, including scheduling, guest interaction, negotiating terms, and ensuring overall guest satisfaction.
• Oversee and conduct internal office moves, ensuring minimal disruption to operations.
• Manage the setup and maintenance of all office areas, including kitchens, break rooms, and meeting spaces.
• Ensure proper labeling, storage, and disposal of firm files in compliance with legal standards and using Legal Key software.
• Manage office recycling programs and confidential document destruction to uphold the firm's commitment to environmental responsibility.
• Provide leadership and oversight of all client service operations and reception functions to maintain high standards of professional service.
• Conduct facilities and operations orientations for all new hires to familiarize them with office resources and protocols.

Required Education, knowledge, and experience

• BA/BS and 5 - 10 years' progressive experience in the Facilities Management or related field.
• Candidates with previous experience acting as Facilities Manager in a large professional services firm or law firm environment are preferred.

Required skills and abilities

• Experience with CAD drawing application.
• Space management reporting.
• Strong proficiency in Microsoft Office - Excel, PowerPoint, Word, and Outlook.
• Project management experience is required.

Physical requirements

• Ability to lift up to 50 pounds.
• Ability to assemble furniture.
• Must have the ability to maneuver under desks.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us at PillsburyWorkday@pillsburylaw.com .

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