Office Services and Facilities Manager

Office Services & Facilities Manager

A full-service commercial law firm serving clients throughout Florida is seeking a full-time Office Services & Facilities Manager. This position oversees the firm's facilities and on-site services, including the mailroom, copy center, and closed file departments. In locations without a local manager, this role directly manages day-to-day operations. In locations with an Office Manager, the local manager runs daily operations independently while this position serves as an operational resource and escalation point for complex issues.

Responsibilities:

• Manage daily functions of the mailroom, copy center, and closed file departments.
• Coordinate building maintenance, repairs, and office improvements.
• Serve as the primary liaison with building management for day-to-day facility issues.
• Monitor workplace safety, security, and emergency preparedness.
• Ensure compliance with applicable health and safety regulations.
• Coordinate office maintenance projects and vendor scheduling.
• Maintain vendor relationships and negotiate pricing/service agreements when appropriate.
• Monitor vendor performance and resolve service issues.
• Review invoices for accuracy.
• Assist with preparing and managing the Office Services and Facilities budget and identifying cost-saving opportunities.
• Manage inventory of office supplies, furniture, and equipment.
• Coordinate equipment replacements and office asset tracking.
• Supervise Office Services personnel.
• Collaborate with IT, Events & Conferences, Finance, and Human Resources on office operations, projects, moves, equipment, and facilities needs.

Physical Requirements & Working Conditions:

• 100% onsite in the Miami office with travel to other offices as needed.
• Ability to safely lift, push, pull, and carry items weighing up to 50 pounds regularly.
• Frequent walking, standing, bending, reaching, and stooping throughout the workday.
• Ability to operate a computer, keyboard, mouse, mailroom equipment, office copiers, and basic hand tools.

Qualifications:

• Minimum of 5 years of experience in office services, facilities management, or corporate operations, preferably within a law firm or professional services environment.
• Bachelor's degree or equivalent experience required.
• Basic understanding of commercial building systems, including electrical, plumbing, and HVAC.
• Knowledge of mailroom operations, high-volume copy center equipment, and legal document retention/closed file protocols.
• Strong critical-thinking and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong time-management skills with the ability to prioritize multiple urgent projects across different locations.

Ascension Global Staffing & Executive Search