Operations Manager

Pilsbury Law; Nashville (TN); On-site; USD 85,000 - 95,000; Full time

Job summary

Pillsbury Winthrop Shaw Pittman LLP in Nashville, TN seeks an Operations Manager to lead administrative operations, ensuring a safe, clean, first-class office environment for all staff.

The role requires CAD drawing, space management reporting, and project management, with 7–10 years in facilities management, preferably in a large professional services or law firm. Strong MS Office skills and budget/lease oversight are essential.

Qualifications

• BA/BS and 7-10 years' progressive experience in the Facilities Management or related field.
• Experience as Facilities Manager in a large professional services firm or law firm preferred.
• Experience with CAD drawing application.
• Strong MS Office skills (Excel, PowerPoint, Word, Outlook).
• Project management experience required.

Responsibilities

• Provide organized administrative operations and maintain a safe, first-class office environment.
• Budget development and facility-related invoice approval; prepare check requests.
• Monitor budget categories to ensure they remain within budget.
• Provide oversight functions to Epiq; assist in space planning and renovations.
• Maintain floor plans and construction/base-building drawings; manage supplies.
• Oversee lease compliance input and liaise with building management.
• Manage inbound/outbound mail, courier services, and mail metering.
• Manage security, access, parking, and local cab/sedan services.
• Coordinate new hire office setup and visitor offices; oversee moves.
• Oversee catering, pantries, and kitchen upkeep; manage file labeling and storage.
• Manage off-site file storage; ensure proper disposal and annotation in Legal Key.
• Maintain records supplies; supervise recycling and confidential destruction.
• Oversee client services and reception; provide new-hire facilities orientations.

Skills

Space management reporting

Project management

Microsoft Office proficiency

Education

BA/BS in Facilities Management or related field

Tools

CAD drawing

Job description

Nashville, Tennessee

Primary Responsibilities

• The Operations Manager will provide organized, functional administrative operations, efficiently serving all employees by providing a safe, clean and pleasant first-class office work environment.
• Budget development using On BudgetReview and approve facilities related invoices, preparing check requests when appropriate.
• Monitor various budget categories to ensure within budget.
• Provide management and oversight functions to Epiq.
• Assist in space planning and construction/renovation efforts.
• Maintain and update floor plans, as well as maintain construction, renovation and base building drawings.
• Manage supplies and provide approval for special supply requests.
• Provide input with respect to lease compliance.
• Perform liaison functions with building management.
• Manage inbound and outbound fax services.
• Manage all inbound and outbound mail and courier services.
• Manage mail metering equipment and replenish postage funds when necessary.
• Manage security and safety program for office.
• Manage building and office space access.
• Manage parking activation and parking validation program.
• Coordinate and manage local cab and sedan services.
• Oversee set up of all new hire office space.
• Manage visitor offices.
• Oversee and conduct internal office moves.
• Manage catering needs and kitchen supplies.
• Manage the cleanliness and upkeep of all pantries, kitchens and breakrooms.
• Ensure that all firm files are properly labeled and entered in Legal Key.
• Manage all off-site storage of files, recall files from storage and ensure boxes of files are clearly and correctly labeled.
• When requested, properly dispose of files, ensuring Legal Key is properly annotated.
• Maintain and reorder all records supplies such as boxes and labels.
• Manage office recycling and confidential document destruction program.
• Manage and provide oversight of all client services and reception functions.
• Provide facilities and operations orientations for all new hires.

Qualifications

REQUIRED EDUCATION, KNOWLEDGE, AND EXPERIENCE

• BA/BS and 7 - 10 years' progressive experience in the Facilities Management or related field.
• Candidates with previous experience acting as Facilities Manager in a large professional services firm or law firm environment are preferred.

REQUIRED SKILLED AND ABILITIES

• Experience with CAD drawing application.
• Space management reporting.
• Strong proficiency in Microsoft Office - Excel, PowerPoint, Word, and Outlook.
• Project management experience is required.

PHYSICAL REQUIREMENTS

• Ability to lift up to 50 pounds.
• Ability to assemble furniture.
• Must have the ability to maneuver under desks.

The expected salary range for this position is $85,000 - $95,000. Final compensation will be determined based on several factors, including but not limited to, relevant experience, qualifications, skill set, and geographic location.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.