Facilities Manager
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Job Description
Facilities Manager scaling offices, virtual locations, leases, vendors, and mail operations for a nationally growing personal injury law firm. Leading reception teams and scalable workplace processes.
Responsibilities:
- Manage the day-to-day operational needs of physical offices, virtual office locations, shared workspaces, and other facilities-related sites
- Drive facilities work for opening, relocating, expanding, or closing locations
- Manage commercial lease negotiations and administration with Legal and Marketing
- Establish standards for office readiness, cleanliness, supplies, signage, access, meeting spaces, and workplace functionality
- Manage virtual offices and mail-receiving locations, including access, service levels, mail handling, records, and issue resolution
- Own end-to-end firmwide mail operations, including receipt, sorting, scanning, routing, forwarding, tracking, escalation, and documentation
- Manage and develop the Receptionist team responsible for mail operations
- Create and maintain SOPs, checklists, escalation paths, location standards, and operating rhythms
- Manage landlords, property managers, shared-office providers, mail vendors, maintenance providers, security/access vendors, furniture suppliers, and other facilities partners
- Serve as the escalation point for facilities and mail-related issues and drive them through resolution
- Partner with Legal, Finance, HR, IT, Marketing, Operations, and local office leaders
- Track expenses, identify savings opportunities, evaluate vendors, and support budgeting
- Maintain reliable processes for office access, critical mail, vendor escalation, location readiness, and compliance
- Develop reporting and service-level expectations for mail turnaround, open issues, vendor performance, and office readiness
- Anticipate future space, mail, staffing, and vendor needs and recommend scalable solutions
Requirements:
- 5+ years of experience in facilities management, workplace operations, office operations, lease administration, property operations, or a similar multi-site operational role
- 2+ years of people leadership experience
- Experience supporting multiple physical locations and managing vendors, service providers, shared offices, or virtual office environments
- Strong project-management skills, including coordinating office openings, relocations, moves, buildouts, or other multi-step operational initiatives
- Experience creating SOPs, workflows, controls, and scalable processes
- Strong organizational skills and attention to detail
- Strong problem-solving judgment and a bias toward action
- Ability to travel to TopDog Law locations as needed
- Ability to work independently and take full ownership in a remote environment
- Experience managing centralized mail operations, mailrooms, reception teams, or document-routing processes is preferred
Benefits:
- Medical, dental, and vision insurance
- 401(k) with company match
- HSA
- Life insurance
- Disability coverage
- Paid time off
- Parental leave
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