Nashville, Tennessee
Job DescriptionPrimary 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 ...@pillsburylaw.com.