Stoel Rives LLP has an immediate opening for a Senior Facilities Manager located in any of our offices. The Senior Facilities Manager is responsible for the day-to-day leadership of the firm’s facilities and office services functions. This role oversees all facilities-related operations, budgets, vendors, and staff, both internal and outsourced. This position works closely with the office managers on facilities, office services, and operations issues in each office. This position reports to the Chief Human Resources Officer and can be located in any of the Firm’s offices.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES
1. Supervision
Responsible for supervising facilities staff supply/maintenance staff, and outsourced facilities and operations staff across all offices. Manages the Firm’s Office Services outsourcing contract and operations, ensuring SLA compliance, and partnering with provider to enhance service and operational efficiencies.
2. Facilities Management
Responsible for the management of facilities services, including budgeting, planning, implementing, and controlling the proper functioning of these support services, and coordination of these services with attorneys, other departments, staff, and clients as necessary.
Assists in long- and short-range office planning, design, construction, maintenance, repair, moves, and remodeling. Plans office layout for leasehold improvements, as well as workstations and other furniture, equipment, and other fixed assets according to the needs of attorneys and staff. Acts as contact for consultants hired for space planning. Assists in negotiations and implementation of leases on facilities.
3. Asset Management
Assists with acquiring and managing the firm’s furniture and equipment. This includes storage systems, and office supplies. Maintains and repairs firm furnishings, equipment, and leasehold improvements. Maintains inventory/asset management system for tracking firm assets for insurance, accounting, and depreciation purposes. Assist partners in the planning and acquisition of office furniture.
4. Print/Copy Services
Responsible for firm-wide copier, printer and scanning equipment, including service and maintenance contracts, leases, budgeting and Service Level Agreement compliance. Supervises firm-wide photocopy services, promotes team-orientation, quality, and productivity.
5. Budget
Responsible for the development of budget for acquisition of furniture and equipment, print/copy/scanning services and equipment, administrative services, travel department outsourcing services, firm-wide office leases, TI projects, sustainability initiatives and compliance certifications, community sponsorship, refreshment services, office supplies, firm events and maintenance and repairs. Keeps purchases within budget.
6. Sustainability
Acts as sustainability manager, assists Firm’s sustainability partner to enact sustainability initiatives and events, ensures regular compliance with LEED, Green globes, Sustainability at Work, and other firm sustainability certifications.
7. Travel
Responsible for managing the firm’s travel department vendors, assist in management of firm travel database, SLA compliance and issue resolution, review of reports and attendance at quarterly meetings.
8. Business Continuity/Emergency Preparedness
Acts as Firm-Wide Incident Management Team leader. Responsible for yearly training and education, process and procedure documentation, emergency message notifications and management and maintenance of Preparis database and related software.
Responsible for firm-wide business continuity plans, regular compliance updates and all training/table-top exercises.
9. Office Leases
Responsible for tracking all office lease termination dates and major milestones. Must know firm’s contractual lease obligations between the landlord and the firm regarding operations and maintenance, equipment and expenses. Assists the Office Administrators to resolve maintenance issues and oversees TI projects and office relocations.
Meets regularly with firm Administrative Leadership members and real estate brokers to review lease timelines, firm strategies and goals, and gives direction and input on designs plans and budgeting.
10. Furniture
Plans and budgets for office furniture in all locations. Coordinates with Office Administrators on office furniture projects, quantities, costs and installation. Implements standardized furniture policy where applicable to ensure best pricing, fit and finish.
11. Security
Responsible for office security control system, maintenance and security door operations (including ADA doors). Distributes access cards to new personnel and ensures security access is removed for departing employees, applies permission levels per managers directions. Coordinates security permissions and access with TMT and enforces building and office security procedures.
12. Health & Safety
Responsible for security practices and procedures to ensure employee safety. Schedules CPR/AED training and basic first aid procedures in the event of a medical emergency and maintains list of active members. Point of contact for ergonomic issues and resolution. Maintains tip sheets and workplace ergonomic best practices on firm portal page. Works with employees to resolve minor issues and coordinates with Benefits Manager and insurance provider if additional care and guidance is required. Ensures all incidents are documented and filed.
Other duties as assigned.
ESSENTIAL CAPABILITIES
Must possess strong verbal and written communication skills and strong interpersonal skills; ability to resolve problems with a variety of people; good judgment and ability to make good decisions; effective planning, analytical, and organizational skills; show initiative; ability to work in a fast-paced, changing environment, flexibility and adaptability; problem-solving skills; ability to delegate, follow-up and monitor information and projects to completion; ability to work without direct supervision and think creatively; excellent client service orientation; ability to handle multiple demands/priorities and multiple projects. Must be responsive and maintain a professional demeanor.
Technical Knowledge
Must have three years of experience in facilities or administrative services; law firm or other professional, client service oriented industry preferred. High school graduation or GED. Knowledge of computers and word processing and spreadsheet software in a Windows-based environment helpful. Knowledge of photocopier, fax, mailing, overnight shipping and asset management equipment necessary.
Physical/Mental Capabilities
Ability to operate a computer and telephone, copier, and mailing equipment many times daily; to operate a motor vehicle; and assist in the movement of furniture, and heavy parcels or equipment. Must be able to handle multiple projects with multiple variables which are subject to frequent change. Must be able to analyze and solve problems to determine alternative solutions and to implement varied plans of action. Must be able to present ideas effectively and express ideas clearly and tactfully. Must be able to maintain stable performance under pressure and/or opposition.
EDUCATION & EXPERIENCE
College degree required, preference in facilities management, engineering, or related field. Minimum of 10 years' facilities management experience; CFM certificate highly desired.
NORMAL WORK HOURS
Regular office hours are 8:30 a.m. to 5 p.m., Monday through Friday. This position is exempt from overtime; incumbent is expected to work whatever hours necessary to accomplish the assigned responsibilities.
How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!
The pay range for this position is $79,000 - $173,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This salary range is based on market location.
In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office, and an annual contribution into the employee's retirement plan.
