Facilities Manager

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the daily operational requirements of physical offices, virtual office locations, shared workspaces, and various facilities-related sites.

• Lead facilities initiatives for the opening, relocating, expanding, or closing of locations.

• Handle commercial lease negotiations and administration in collaboration with Legal and Marketing.

• Set standards for office readiness, cleanliness, supplies, signage, accessibility, meeting spaces, and overall workplace functionality.

• Manage virtual offices and mail-receiving locations, focusing on access, service levels, mail handling, record-keeping, and issue resolution.

• Take ownership of comprehensive firmwide mail operations, which includes receipt, sorting, scanning, routing, forwarding, tracking, escalation, and documentation.

• Lead and develop the Receptionist team responsible for handling mail operations.

• Create and uphold Standard Operating Procedures (SOPs), checklists, escalation paths, location standards, and operational rhythms.

• Manage relationships with landlords, property managers, shared-office providers, mail vendors, maintenance providers, security/access vendors, furniture suppliers, and other facilities partners.

• Act as the escalation point for facilities and mail-related issues, driving them toward resolution.

• Collaborate with Legal, Finance, HR, IT, Marketing, Operations, and local office leaders.

• Monitor expenses, identify potential savings opportunities, evaluate vendors, and assist with budgeting.

• Maintain reliable processes for office access, critical mail, vendor escalation, location readiness, and compliance.

• Develop reporting and service-level expectations for mail turnaround times, open issues, vendor performance, and office readiness.

• Anticipate future needs regarding space, mail, staffing, and vendors, recommending scalable solutions.

⛳️ Requirements

• A minimum of 5 years of experience in facilities management, workplace operations, office operations, lease administration, property operations, or a similar multi-site operational role.

• At least 2 years of experience in a leadership position.

• Proven experience in supporting multiple physical locations and managing vendors, service providers, shared offices, or virtual office environments.

• Strong project management abilities, including the coordination of office openings, relocations, moves, buildouts, or other multi-step operational initiatives.

• Experience in creating SOPs, workflows, controls, and scalable processes.

• Excellent organizational skills and a keen attention to detail.

• Strong problem-solving skills and a proactive approach.

• Willingness to travel to TopDog Law locations as required.

• Ability to work independently and take full ownership in a remote setting.

• Preferred experience in managing centralized mail operations, mailrooms, reception teams, or document-routing processes.

🏝️ Benefits

• Medical, dental, and vision insurance.

• 401(k) with company match.

• Health Savings Account (HSA).

• Life insurance.

• Disability coverage.

• Paid time off.

• Parental leave.