Office Services Supervisor
: Job Details :

Job Title: Office Services Supervisor

Department: Administration & Office Services

Office: New York

Report to: Office Manager/Director of Administration & Operations

Status: Exempt

Summary

We strive to be enterprising, respectful, inclusive, insightful, and tenacious in every aspect of our business, including our interactions with clients, colleagues, and the communities where we have a presence. We rely on these core values to serve clients in key practice areas and industries the pillars of Brown Rudnick: crisis management, which includes restructuring, investigations, and special situations; global litigation; life sciences; technology; and brand and reputation protection.

The Office Services Supervisor will ensure the smooth operation of office support functions, including mailroom services, facilities management, and administrative support. The ideal candidate will possess strong leadership skills, excellent organizational abilities, and a commitment to providing exceptional service. This role requires someone who can effectively manage a team, prioritize tasks, and maintain a high standard of efficiency and professionalism.

Responsibilities

• Interact daily with Office Manager and regularly with Director of Administration and Operations to keep them fully informed of both the condition of the office and any outstanding operational issues.
• Coordinate with property management and cleaning contractors to resolve any facility related issues.
• Oversee Office Services team members and delegate/coordinate tasks to ensure efficient operation.
• This is a working manager role and requires a hands-on management approach - both providing direction to the Office Services team and participating in the tasks being performed as necessary.
• Maintain a clean and organized mailroom to ensure that everything is clearly labeled and easily located.
• Perform daily visual inspections of the office to maintain a high standard of professional appearance and ensure that conference rooms and visitor offices are clean, presentable, and ready for use.
• Understand the operation of all office equipment and assume responsibility for preventative maintenance; contact all vendors as needed.
• Maintain all logs and reporting documentation to ensure that equipment is well maintained to prevent interruption of services.
• Supervise processing and delivery of incoming and outgoing mail, overnight courier packages, and deliveries.
• Fulfill print/copy/imaging projects, mail/courier transactions, supply order requests, and occasional reception back up including working in LIBRIS and hospitality set ups.
• Schedule any maintenance or repair on copiers, fax machines, or postage mailing system.
• Ensure that the Office Services Department, supply rooms, copy areas, and conference rooms are clean, neatly maintained, and properly stocked.
• Oversee/coordinate all conference room activities and functions to ensure that arrangements are complete, and that any breakdowns, connections, or setups occur in a timely manner.
• Coordinate coverage for hospitality, mailroom, reception functions as needed.
• Coordinate transfer of files for incoming attorneys and remove and move furniture/boxes as necessary.
• Oversee the maintenance and ordering of office supply inventories.
• Willingness and ability to be flexible to work outside of regular business hours as needed.
• Continue the professional development of the Office Services team.
• Ensure that the Firm is getting the best value for products and services.
• Feel comfortable embracing a leadership role.
• Interact with the team and internal clients in a professional and courteous manner.
• Be proactive in highlighting areas of improvement by bringing your past experiences to bear.

Qualifications

• 2+ years of prior supervisory experience; Ideally in a Professional Services or Legal environment.
• Positive, pro-active attitude; professional demeanor
• Excellent communication/interpersonal skills
• Strong organizational skills; ability to multi-task
• Strong client/customer service focus; excellent follow-up skills
• Exemplary record of reliability and dependability

Who We Are

Brown Rudnick is an international law firm with roots in post-war 1940s Boston and New York City. From the beginning, our lawyers and business professionals have demonstrated a remarkable blend of entrepreneurialism and collaboration. Over the last 25 years, the combined firm has thrived with full and easy partner/practice integration, rapidly realized profits from practice group collaboration, the continued development of new lawyers and a business professional staff that is well respected in the industry. Today, Brown Rudnick is a recognized leader in several practice and industry areas, such as corporate restructuring, technology, white collar defense, international disputes, intellectual property, and life sciences. The Firm continues to grow strategically and show its entrepreneurial, collaborative spirit that led to its creation.

Salary range based on experience level and location is estimated to be in the range of $80,000-90,000.

Brown Rudnick LLP is an Equal Opportunity Employer, committed to recruiting, developing, and advancing talented professionals from all backgrounds across the spectrum of diversity. All employees and applicants are evaluated on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, ethnicity, color, ancestry, religious beliefs, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), sexual orientation, gender identity and/or expression, age, national origin, marital status, physical or mental disability, medical condition, genetic information, military or veteran status, or another protected characteristic, all as defined by applicable laws.