Office Operations Supervisor

Morrison Foerster · Boston, MA · 2 wk ago

HybridManufacturing$99k–$138k/yrFull-time

About the role

The Office Operations Supervisor oversees the daily operations of the office, including facilities maintenance, security, safety programs, emergency procedures, and off-site trial support. This role supervises reception, conference services, outsourced vendors, and facilities-related projects; coordinates with building management and service providers; manages maintenance and office systems; develops operational processes; and ensures efficient service delivery with minimal disruption.

Responsibilities

Oversee the daily operation, maintenance, and continuous improvement of office facilities, including HVAC, electrical, plumbing, lighting, security, cleaning, conference rooms, common areas, and office equipment.
Manage reception, conference, and guest services operations to ensure a seamless, professional client and visitor experience while maintaining firm service standards.
Supervise, train, mentor, and evaluate reception and operations staff; manage workflow, conduct performance reviews, and address employee relations in partnership with Human Resources.
Conduct office services orientation for new employees, attorneys, and summer associates.
Provide backup to Reception and Copy/Mail Services as needed.
Conduct routine facility inspections; coordinate office moves, furniture installation, repairs, renovations, and space planning projects.
Manage facilities service requests, vendor relationships, building management coordination, maintenance contracts, warranties, and lease compliance.
Partner with Information Technology to maintain conference room technology and office infrastructure.
Develop, document, and maintain office procedures, operations manuals, and the Office Home page.
Manage procurement of office supplies, equipment, catering, beverages, and office services while maintaining inventory and vendor relationships.
Monitor facilities expenses, process operational invoices, ensure accurate coding and cost allocation, and support budget management.
Plan and execute administrative projects, including office moves, renovations, and operational improvements.
Assist in negotiating vendor contracts, monitor service performance, and implement preventive maintenance programs.
Support office safety, security, emergency preparedness, ergonomics, business continuity, and wellness initiatives, serving as Safety Coordinator and leading safety training, drills, and wellness programs.
Serve as the primary point of contact for facilities and routine security matters, escalating complex issues as appropriate.

Requirements

Minimum of three years of supervisory experience in client services, facilities, or hospitality, including staff, vendor, and facilities management.

Law firm, professional services, or hospitality experience preferred.

Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Experience managing vendors, contractors, and facility-related projects.

Working knowledge of facilities operations, building systems (HVAC, plumbing, electrical, lighting, security), life safety systems, and applicable building, fire, ADA, and OSHA regulations.

Strong leadership, communication, interpersonal, and client service skills.

Proven ability to manage projects independently, solve problems, prioritize competing demands, and meet deadlines.

Highly organized, detail-oriented, proactive, and committed to continuous improvement.

Strong financial, negotiation, and recordkeeping skills.

Flexibility to work outside regular business hours as needed.

Ability to lift up to 50 pounds.

Qualifications