Operations Manager at Pilsbury Law in Nashville, Tennessee

Job Description:

Nashville, Tennessee




Job Description




Primary Responsibilities

• Utilize the "On Budget" software for meticulous budget preparation and forecasting.


• Regularly analyze financial data to identify trends, forecast needs, and address discrepancies.


• Review and approve operations-related invoices, ensuring accuracy and adherence to budget constraints.


• Prepare and submit check requests and expense reports as required.


• Budget Monitoring:
  
  
  • Continuously monitor various budget categories to ensure expenditures remain within allocated budgets.
  
  
  • Implement cost-saving measures to improve financial efficiency.
  
  
  • Provide comprehensive management and oversight of third-party service providers, such as Epiq, to ensure contractual compliance and service quality.
  
  
  
  


• Space Planning and Construction/Renovation Management:
  
  
  • Lead space planning efforts to optimize office layout and functionality.
  
  
  • Oversee construction and renovation projects, ensuring they meet specifications, budget, and timelines.
  
  
  • Maintain and regularly update floor plans, construction, renovation, and base building drawings to ensure accurate records.
  
  
  
  


• Supplies Management:
  
  
  • Oversee the procurement and inventory of office supplies, approving special requests and managing suppliers.
  
  
  
  


• Lease and Compliance:
  
  
  • Provide expert input regarding lease agreements to ensure compliance with terms and conditions.
  
  
  • Serve as the primary liaison with building management to address any issues related to operations and services.
  
  
  
  


• Oversee the operation of inbound and outbound fax services, mail, and courier services to ensure efficiency and reliability.


• Work with EPIQ on Site Manager in replenishing postage funds as necessary.


• Develop and maintain a robust office security and safety program, including managing building access and emergency procedures.


• Manage parking activation and validation programs.


• Coordinate local transportation services, such as cab and sedan services, to facilitate employee and client mobility.


• Oversee the setup of office spaces for new hires and manage visitor offices to ensure a welcoming environment.


• Manage the corporate apartment, including scheduling, guest interaction, negotiating terms, and ensuring overall guest satisfaction.


• Oversee and conduct internal office moves, ensuring minimal disruption to operations.


• Manage the setup and maintenance of all office areas, including kitchens, break rooms, and meeting spaces.


• Ensure proper labeling, storage, and disposal of firm files in compliance with legal standards and using Legal Key software.


• Manage office recycling programs and confidential document destruction to uphold the firm's commitment to environmental responsibility.


• Provide leadership and oversight of all client service operations and reception functions to maintain high standards of professional service.


• Conduct facilities and operations orientations for all new hires to familiarize them with office resources and protocols.

Required Education, knowledge, and experience

• BA/BS and 5 - 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 skills 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.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.


If you require an accommodation in order to apply for a position, please contact us at PillsburyWorkday@pillsburylaw.com . Apply Now