Operations Manager/Charlotte Office Manager

Summary Objective

The Operations Manager/Charlotte Office Manager (“OM”) is responsible for day-to-day oversight of the Operations Department and the Charlotte office, including management of certain administrative functions and HR related duties for the Charlotte office. This individual will report to the Executive Director and work closely with other members of the administrative management team in all offices. This position will require coordination with several departments where responsibilities may cross over. More specifically, the following are key areas of responsibility:

Facilities Management

Oversight of processes that encompass multiple disciplines intended to ensure functionality of the built environment by integrating people, place, process and technology. The OM will work directly with landlords and property managers to ensure the Firm’s offices are operating efficiently, the terms of the lease are being adhered to, and facilities issues are addressed timely, as well as managing access/security of the office spaces.

The OM will also be responsible for:

· Oversight of the Firm’s furniture and equipment in Charlotte. This includes management of furniture purchases and maintaining the list of furniture inventory;

· Oversight of the lease/purchase of equipment such as the Firm’s copiers/multi-function devices fleet, scanners, and dictation devices;

· Management of the maintenance of the Firm’s furniture and equipment including coordinating repairs and maintenance with contracted vendors and management of outside vendors for one-off tasks.

· Management of internal office moves and updating floorplans to reflect current occupancy;

· Management of external office moves and assisting in construction/upfit in situations requiring Firm office moves;

· Assisting attorneys and staff with hanging pictures and personal items where appropriate;

· Working with the Controller to provide input on the Firm’s income and property tax returns regarding furniture and equipment; and

· Oversight of conference room setup and take-down, room arrangement, rental and meal scheduling (delivery and pickup) and assistance with installation of decorations.

Management of Internal Operations

Mail/deliveries: The OM will be responsible for managing the handling of internal and external mail and deliveries. This includes management of the employees who perform these tasks and at times, performing them. Such tasks include the processing of incoming and outgoing mail, shipping, and internal and external deliveries (including court runs). In certain cases, this includes scanning in of daily incoming mail and e-delivering such documents to recipients.

Document prep and handling: The OM will oversee what used to be referred to as the “Office Services” function – large copy jobs and scanning in documents. As part of this function, in certain cases, the OM will oversee the handling of incoming e-documents, i.e., downloading client and file information from Internet websites. In these instances, the e-documents may be further revised to assist legal teams or they may be transferred to the Firm’s e-discovery platform. The Firm currently uses software such as Trial Pad (document presentation at trial), PageVault (social media data gathering), IPro (e-discovery), Adobe Acrobat (PDF creation and editing), and ShareFile (confidential external document transfer). The OM will need to be fluent and have an effective operational understanding of these and other software programs used.

The OM will also be responsible for oversight of the Firm’s destruction of confidential information. This includes management of vendors providing the service and confirmation that the documents have been handled and destroyed in an appropriate, confidential manner. This also will include coordination with Accounting and IT to ensure destruction is properly noted where appropriate.

Office Supplies/hospitality: The OM will be responsible for procurement of Charlotte office supplies, hospitality supplies, and minor furniture and equipment purchases. This will include creating and overseeing the annual budget(s); managing vendors and the ordering processes; general ledger coding and managing payments; adherence to the budget(s); and ordering food and other items for internal meetings.

Ticketing System: The Firm uses a “ticketing” system (Ninja) to track Operations Department jobs/projects as well as jobs/projects for other functional areas. The OM will need to manage this ticketing system as it pertains to their area of responsibility and use it effectively to monitor work to endure projects are being completed timely.

Library functions: The OM will assist the Executive Director with updating the Charlotte office hard copy research library as well as the Firm’s electronic research resources. This will include review and payment of invoices, tracking the electronic and hard copy resources inventory, and maintaining the Firm’s “experts” database. Most of this work will be performed by staff under management.

Front Office Functions: The OM will be directly responsible for oversight of the reception/front office areas and managing the receptionists in Charlotte. This includes the receptionists stations, the conference rooms and any attached client kitchens/serveries. This also includes ensuring cleanliness of guest areas, availability of appropriate levels of refreshments, and assistance with attendee management, i.e., directing different parties to appropriate rooms at appropriate times and assisting outside parties with setup and take down of equipment.

Charlotte Office Managerial Duties

The OM will be responsible for supervision of the Charlotte office legal assistants and paralegals. This responsibility is in conjunction with managerial duties of the partner(s) who oversee their teams of administrative staff. Such duties may include:

· Hiring and termination of personnel under management including assisting partners with hiring and termination of legal staff;

· Training and developing skill sets appropriate to areas of responsibility to include the use of the Firm’s Learning Management System to improve use of Firm software programs;

· Monitoring work product quality and quantity;

· Performing performance assessments;

· Facilitating personnel and resource transfers;

· Working with HR and partners to monitor the Firm’s administrative staffing ratios and developing tools to improve these ratios over time;

Personnel Management

The OM will be responsible for day-to-day direct management and supervision of Operations Department personnel, and other Charlotte staff, as assigned, as these positions may be currently defined or refined. Management/supervision includes:

· Hiring and termination of personnel under management including assisting partners with hiring and termination of legal staff;

· Training and developing skill sets appropriate to areas of responsibility;

· Monitoring work product quality and quantity;

· Performing performance assessments;

· Facilitating personnel and resource transfers;

· Facilitating collaboration and team building to maximize productivity.

The OM should understand the differences and similarities that make individuals unique, such as individual and organizational characteristics, values, beliefs, experiences, backgrounds, preferences and behaviors, as well as how the Firm can leverage those qualities in support of our business objectives.

Physical Demands

The physical demands described here, including movement of furniture, equipment and legal files, and lifting up to 50 pounds, are representative of those that must be met by an employee in Operations to successfully perform the essential functions of this job. This requires the ability to lift files, and bend, sit or stand as necessary.

The employee is regularly required to effectively speak and listen to personnel at all levels of the Firm. Specific vision abilities required by this job include close vision and ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time, exempt position. Offices are open Monday through Friday, 8:30 a.m. to 5 p.m. The majority of work will be performed during this time. Although all managers will have the ability to work remotely, work will primarily be performed in person due to the nature of this position. Occasional evening and weekend work may be required as job duties demand.

Travel

Periodic travel is anticipated for this position between the Charlotte office and other Firm venues.

Required Education and Experience

· A bachelor's degree or equivalent work experience;

· Five to ten years of law firm office management in either a similar capacity for a small law firm or in a significant functional area in a large law firm, or a combination of both;

· REQUIRED: Proficiency in the following software: MS Word, MS Excel, MS Outlook and an understanding of network storage concepts;

· PREFERRED: Proficiency in budgeting and basic accounting concepts and application; familiarity with social media applications; knowledge and proficiency in Adobe Acrobat; knowledge and proficiency in Case Management or Document Management Software programs (PerfectLaw Legal Management); and

· Knowledge of, or the ability to quickly learn and use the software programs noted herein.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Charlotte, NC: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• Office management: 5 years (Required)

Work Location: One location

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