Office Operations and Facilities Manager

About the Role

We are a growing law firm seeking a highly organized and process-driven Manager, Office Operations and Facilities to own the day-to-day execution and continuous improvement of our office operations across our current footprint of two offices (Paramus & Fair Lawn). This role ensures a well-run, fully stocked, and professional workplace environment while establishing clear, scalable processes across facilities, supplies, equipment, and systems.

A key focus of this role is building and documenting standard work (daily, weekly, monthly, annual), automating where possible, and implementing structured systems (checklists, labeling, inventory control) that drive consistency, accountability, and operational excellence.

What You’ll Do

Facilities & Vendor Management

• Act as the primary point of contact for building management and facility vendors
• Manage vendor relationships, repairs, maintenance, and facility improvements
• Monitor service levels, budgets, and performance
• Support office moves, space planning, and workplace safety and security

Workplace Operations

• Maintain a clean, organized, and fully stocked office environment
• Oversee cleaning services, kitchen and common area supplies, and conference room readiness
• Identify and address preventative maintenance needs

Supplies & Equipment Management

• Own procurement, inventory, and cost control for office supplies
• Implement structured stocking systems (par levels, labeling, organization)
• Oversee office equipment (copiers, phones, coffee systems, furniture)
• Manage service, repairs, and equipment lifecycle planning

Systems Ownership (RingCentral & Office Systems)

• Administer RingCentral, including user setup, optimization, and support
• Develop training materials and ensure consistent system adoption

Process & Continuous Improvement

• Build and maintain SOPs for core responsibilities
• Establish standard work (daily, weekly, monthly, annual)
• Implement checklists, workflows, and inventory control systems
• Drive continuous improvement with a focus on scalability and efficiency

Projects & Office Moves

• Coordinate office moves, reconfigurations, and vendor activities
• Align timelines, dependencies, and execution with minimal disruption

Business Insurance Administration

• Manage business insurance programs and vendor relationships
• Coordinate renewals, documentation, COIs, and claims support
• Partner with Finance and HR on budgeting and compliance

What You Bring

• 3–7+ years of experience in office operations, facilities, or a similar role
• Strong vendor management and negotiation skills
• Experience building processes and documenting standard work
• Experience with inventory systems or process improvement (preferred)
• Highly organized with strong attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Ability to work on site Monday through Friday 
• Strong communication and problem-solving skills

Compensation

• Base salary range: $75,000 – $95,000 annually
• Actual compensation will be determined based on experience, skills, and qualifications

Team & Reporting

• Manage Office Services Coordinators across Paramus and Fair Lawn locations

Benefits:

• 100% employer paid Medical Insurance for employees, starting day 1
• 100% employer paid Dental and Vision Insurance for employees, starting within 31 days
• 401(k) with Employer Contributions
• Profit Sharing
• Cash Balance Plan (similar to pension)
• Competitive PTO & Paid Holidays
• Friendly, team-focused culture where your work matters

Visit us at www.gottliebandgreenspan.com to learn more!

Gottlieb & Greenspan is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, veteran status, age, or any other protected status under applicable federal, state, or local laws.

Candidates must be authorized to work in the United States and not require sponsorship now or in the future for employment‑based visas, including but not limited to H‑1B, TN, O‑1, or E‑3 classifications.

Gottlieb & Greenspan is committed to providing reasonable accommodations to individuals with disabilities throughout the application, interview, and employment process. Applicants who require accommodation may contact Human Resources to request support.

The duties and responsibilities described above are intended to outline the general nature and level of work performed. They are not an exhaustive or complete list of all tasks, responsibilities, or requirements. Additional duties may be assigned or modified at any time with or without notice.