Head of Facilities & Mail Operations

topdoglaw; United States; Remote; USD 120,000 - 150,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with match

HSA

Life insurance

Disability

Paid time off

Parental leave

Job summary

TopDog Law is a fully remote personal injury firm expanding nationwide. The Facilities Manager will own the day-to-day readiness and expansion of our offices, virtual locations, and mail operations, building scalable processes and leading a Receptionist team.

This role combines strategy and hands-on execution, coordinating with Legal, Finance, HR, IT, Marketing, and office leaders to ensure consistent, professional spaces that support growth across markets.

Qualifications

• 5+ years of experience in facilities management or related operations.
• 2+ years of people leadership experience.
• Experience supporting multiple locations and managing vendors, service providers, shared offices, or virtual office environments.
• Strong project-management skills coordinating office openings, relocations, moves, buildouts, or other multi-step operational initiatives.
• Experience creating SOPs, workflows, controls, and scalable processes in a fast-moving organization.
• Strong organizational skills with the ability to manage multiple locations, vendors, deadlines, and priorities.
• Ability to travel to TopDog Law locations as needed for openings, transitions, vendor management, and operational support.
• Self-starter that can excel in a remote environment and take full ownership of the function.
• Experience managing centralized mail operations, mailrooms, reception teams, or document-routing processes is preferred.

Responsibilities

• Own the office portfolio and maintain clear ownership, standards, documentation, and points of contact for every location.
• Lead office growth: open, relocate, expand, or close locations with repeatable launch plans and vendor coordination.
• Lead lease negotiations and administration with Legal and Marketing.
• Create a consistent workplace experience across locations with standards for readiness, cleanliness, supplies, and spaces.
• Manage virtual location operations, mail handling, and location records as the firm expands.
• Own end-to-end mail operations: receipt, sorting, scanning, routing, tracking, escalation, and documentation.
• Lead and develop the receptionist team with coverage plans and consistent execution.
• Build scalable processes: SOPs, checklists, escalation paths, and location standards.
• Manage landlords, vendors, and service partners; hold them to service, cost, and response targets.
• Escalate facilities issues promptly and drive resolution with urgency.
• Collaborate with Legal, Finance, HR, IT, Marketing, Operations, and local leaders to align facilities with business needs.
• Drive cost discipline and budgeting alignment for facilities and mail operations.
• Protect business continuity and compliance through reliable access, mail, and vendor processes.
• Use data and reporting to identify trends and drive continuous improvement.
• Plan for future space, mail, staffing, and vendor needs before constraints arise.

Skills

Facilities management

Leadership

Vendor management

Project management

SOP creation

Operations scaling

Office openings

Budgeting & cost control

Remote teamwork

Job description

TopDog Law is a fully remote personal injury firm expanding nationwide. The Facilities Manager will own the day-to-day readiness and expansion of our offices, virtual locations, and mail operations, building scalable processes and leading a Receptionist team.

This role combines strategy and hands-on execution, coordinating with Legal, Finance, HR, IT, Marketing, and office leaders to ensure consistent, professional spaces that support growth across markets.