Office Services and Facilities Manager

Stearns Weaver Miller; Miami, Northern (FL, KY); On-site; USD 65,000 - 95,000; Full time

Job summary

Stearns Weaver Miller is seeking a full-time Office Services and Facilities Manager in Miami to oversee mailroom, copy center, and closed file operations on-site.

You will coordinate building maintenance, ensure safety compliance, manage vendor relationships, review invoices, and assist with the Office Services and Facilities budget while supporting cross-department collaboration.

Qualifications

• Minimum of 5 years’ experience in office services, facilities management, or corporate operations.
• Bachelor’s degree or equivalent experience required.
• Strong understanding of building systems and vendor coordination.
• Knowledge of mailroom operations, copy center, and legal file handling.

Responsibilities

• Manage daily functions of mailroom, copy center, and closed file departments.
• Coordinate building maintenance and office improvements for a professional workspace.
• Serve as liaison with building management for facility issues.
• Monitor workplace safety, security, and emergency preparedness.
• Ensure compliance with health and safety regulations.
• Coordinate office maintenance projects and vendor scheduling.
• Maintain vendor relationships and negotiate pricing or service agreements.
• Review invoices for accuracy and assist in budgeting.
• Manage inventory of office supplies, furniture, and equipment.
• Coordinate equipment replacements and asset tracking.
• Collaborate across IT, Events, Finance, HR to support facilities needs.

Skills

Communication

Critical thinking

Time management

Education

Bachelor's degree

Job description

Stearns Weaver Miller, a full-service commercial law firm serving clients throughout Florida; is seeking a full-time Office Services and 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 but looks to this position as an expert operational resource, escalation point for complex issues, and provider of firm-wide resources.

Responsibilities

• Manage all daily functions of the mailroom, copy center, and closed file departments.
• Coordinate building maintenance, repairs, and office improvements to ensure the workspace consistently maintains a clean, organized, and professional aesthetic.
• 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 relationships with vendors and negotiate pricing/service agreements when appropriate.
• Monitor vendor performance and resolve service issues.
• Review invoices for accuracy.
• Assist in preparing and managing the Office Services and Facilities budget and identifying opportunities for cost savings.
• Manage inventory of office supplies, furniture, and equipment.
• Coordinate equipment replacements and office asset tracking.
• Cross department collaboration: Foster a collaborative, customer-focused culture emphasizing responsiveness and service excellence.
  • Information Technology: Coordinate on office equipment installations, workstation deployments, and office relocations.
  • Events & Conferences: Support firm meetings, client conferences, and special projects requiring facilities assistance.
  • Finance Controller: Collaborate on budget management, vendor contract reviews, invoice approvals, and asset tracking.
  • Human Resources: Partner on office moves, employee departures, and special facilities projects to satisfy the operational needs of the office.

Physical Requirements & Working Conditions

• This position is 100% on-site presence in the Miami office and requires travel to our other offices.
• Ability to safely lift, push, pull, and carry items weighing up to 50 pounds regularly.
• Constant walking, standing, bending, reaching, and stooping throughout the workday.
• Ability to sit or stand at a desk and operate a computer, keyboard, and mouse for extended periods.
• Sufficient hand-eye coordination to operate standard mailroom equipment, office copiers, and basic hand tools.

Qualifications

• Minimum of 5 years’ experience in office services, facilities management, or corporate operations, preferably with 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, to effectively diagnose office appliance issues or leaks and direct third-party repair vendors.
• Solid understanding of mailroom operations, high-volume copy center equipment, and legal document retention/closed file protocols.
• Strong critical thinking skills to manage complex facilities issues.
• Excellent verbal and written communication skills to professionally collaborate with clients, vendors, attorneys, staff, and firm leadership.
• Outstanding time-management skills with the ability to prioritize multiple urgent projects across different office locations.

Stearns Weaver Miller is an equal opportunity employer and does not discriminate on the basis of an applicant’s or employee’s race, color, religion, national origin, sex, gender identity/expression, sexual orientation, age, disability, veteran status, marital status, citizenship, ancestry, pregnancy, familial status, actual or perceived status as a victim of domestic violence, dating violence or stalking, or any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws.