Regional Office Services Manager

About the role

Working within the Bricker Graydon Wyatt Office Services Team, this position will manage the daily operations of a center that provides advanced-level support to the attorneys and staff in the Firm by performing various office services tasks. These tasks include a mix of one or more of the following areas of responsibility: mail processing, delivery and shipping services, production, copy, scanning and imaging services, supply management, hospitality and conference room set-up and stocking services. This position reports directly to the Director of Facilities & Services.

Responsibilities

• Responsible for managing the daily operations of mail centers in Louisville and Lexington that perform mail, copy, production, scanning, supply and hospitality functions in a legal environment.
• Delegate tasks to direct reports in order to meet all deadlines; functions as a working supervisor, assisting in the daily tasks and operations.
• Develop and implement related operating and service procedures; assess for compliance; regularly review and adjust in accordance with business needs.
• Determine ways to improve efficiency or reduce expenses while providing quality services.
• Develop and implement a training program for direct reports; provide training on workflow, operating procedures and machine operations.
• Recruit and interview candidates; hire, train, coach and evaluate all direct reports.
• Process timecards for direct reports.
• Ensure that appropriate par levels and inventory of all supplies are maintained.
• Ensure the proper maintenance and safe use of all equipment.
• Review, code and approve invoices for payment and ensure that invoices are processed timely.
• Compile and maintain all production records, volumes and other necessary information to complete required management and financial reporting timely and accurately.
• Address customer issues and provide direction for resolution.
• Schedule staffing to ensure compliance with quality and performance standards and center coverage.
• Serve as the central liaison for hospitality and conference room preparation, coordinating room layouts, technology requirements, food requirements and on-site support for all events.
• Collaborate with peers to enhance operational efficiency, leading training for staff and legal assistants on new procedures, supporting the rollout of new systems across multiple offices, and contributing to the successful achievement of team objectives.
• Flexible hours and travel to other offices as necessary.

Qualifications

• High school diploma or GED required; associate's degree or higher preferred.
• 5+ years of experience in a mail/copy center required.
• 3+ years of management experience (7–10 direct reports) required.
• Ability to move packages on a standard wheeled cart with a capacity of 50 lbs. or greater.
• Ability to cover off-hour service requests as needed.
• Requires occasional travel to other office locations, primarily to Lexington (approximately 1–2 times per month, depending on business needs).

Skills

• Proficiency in Microsoft Office products.
• Required experience in the operation of high-volume mail, production and document management equipment performing complex jobs.
• Effective written and verbal communication skills.
• Strong attention to detail and highly organized.
• Exceptional typing, spelling, proofreading and grammatical abilities.
• Outstanding time management skills; able to manage competing priorities in a fast-paced environment.
• Ability to function with a high level of patience, tact and diplomacy in handling difficult situations or difficult people.
• Excellent interpersonal and customer service skills to communicate with partners, attorneys, staff, clients, vendors and others.
• Proven ability to mentor and train direct reports and end users.
• Experience creating and managing budgets and controlling expenses.
• Proficient with legal technologies and software including document management, cost recovery and chargeback systems.
• Strong familiarity with legal records management processes.
• In-depth knowledge of court systems and the proper handling and delivery of legal documents such as depositions, transcripts, briefs, addendums, filing, pleadings and judgments.

Pay

$63,000–$75,000/yr. (Final compensation will be determined based on factors such as experience, skills, education, and internal equity.)

Schedule

Full-Time | Onsite | Monday-Friday | 8:30 AM – 6:00 PM

Benefits

• Medical, vision, and dental insurance
• 401(k) with employer match
• Life insurance
• Firm paid short and long-term disability
• Parental leave
• HSA with employer contribution
• Flexible spending accounts
• Flexible work schedules
• Competitive paid time off
• Paid family leave
• Generous firm 401(k) contribution