Office Operations and Facilities Manager

About the Role

We are a growing law firm seeking a highly organized and process-driven Manager, Office Operations and Facilities to own the day-to-day execution and continuous improvement of our office operations across our current footprint of two offices (Paramus & Fair Lawn). This role ensures a well-run, fully stocked, and professional workplace environment while establishing clear, scalable processes across facilities, supplies, equipment, and systems.

A key focus of this role is building and documenting standard work (daily, weekly, monthly, annual), automating where possible, and implementing structured systems (checklists, labeling, inventory control) that drive consistency, accountability, and operational excellence.

What You’ll Do

Facilities & Vendor Management

Act as the primary point of contact for building management and facility vendors

Manage vendor relationships, repairs, maintenance, and facility improvements

Monitor service levels, budgets, and performance

Support office moves, space planning, and workplace safety and security

Workplace Operations

Maintain a clean, organized, and fully stocked office environment

Oversee cleaning services, kitchen and common area supplies, and conference room readiness

Identify and address preventative maintenance needs

Supplies & Equipment Management

Own procurement, inventory, and cost control for office supplies

Implement structured stocking systems (par levels, labeling, organization)

Oversee office equipment (copiers, phones, coffee systems, furniture)

Manage service, repairs, and equipment lifecycle planning

Systems Ownership (RingCentral & Office Systems)

Administer RingCentral, including user setup, optimization, and support

Develop training materials and ensure consistent system adoption

Process & Continuous Improvement

Build and maintain SOPs for core responsibilities

Establish standard work (daily, weekly, monthly, annual)

Implement checklists, workflows, and inventory control systems

Drive continuous improvement with a focus on scalability and efficiency

Projects & Office Moves

Coordinate office moves, reconfigurations, and vendor activities

Align timelines, dependencies, and execution with minimal disruption

Business Insurance Administration

Manage business insurance programs and vendor relationships

Coordinate renewals, documentation, COIs, and claims support

Partner with Finance and HR on budgeting and compliance

What You Bring

3–7+ years of experience in office operations, facilities, or a similar role

Strong vendor management and negotiation skills

Experience building processes and documenting standard work

Experience with inventory systems or process improvement (preferred)

Highly organized with strong attention to detail and follow-through

Ability to manage multiple priorities in a fast-paced environment

Ability to work on site Monday through Friday

Strong communication and problem-solving skills

Compensation

Base salary range : $75,000 – $95,000 annually

Actual compensation will be determined based on experience, skills, and qualifications

Benefits

100% employer paid Medical Insurance for employees, starting day 1

100% employer paid Dental and Vision Insurance for employees, starting within 31 days

401(k) with Employer Contributions

Profit Sharing

Cash Balance Plan (similar to pension)

Competitive PTO & Paid Holidays

Friendly, team-focused culture where your work matters

Team & Reporting

Manage Office Services Coordinators across Paramus and Fair Lawn locations