Firm Operations Manager (or Director depending on experience)
Calibre CPA Group, Bethesda, Maryland, us, 20811
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The Firm Operations Manager is responsible for overseeing the day-to-day operational and facilities functions of a multi-office professional services firm. This role ensures the firm and all office locations operate efficiently, safely, and professionally while delivering consistent employee and client experience.
The Manager leads facilities management, vendor relationships, office services, space planning, and operational support functions. The ideal candidate has experience in a professional services environment (preferably accounting, financial services, or law) and is skilled at coordinating across multiple offices, departments, and leadership teams.
Salary Range $100,000 - $130,000 (depending on experience)
KEY RESPONSIBILITIES
Facilities & Office Operations
Oversee daily facilities operations across multiple office locations, ensuring offices are well-maintained, fully functional, and professional in appearance Serve as primary liaison with property managers, landlords, and building management Manage office maintenance, repairs, and preventative service programs Coordinate office renovations, expansions, and space planning initiatives Lead all office relocations, buildouts, and furniture installations Ensure offices meet safety, security, and compliance standards Manage relationships with facilities vendors including cleaning services, maintenance providers, security, utilities, shredding, and office equipment Negotiate and review all contracts and monitor service level agreements to ensure quality and cost efficiency which includes the firm’s insurance needs Oversee maintenance contracts for office equipment (copiers, postage machines, etc.) Ensure firm licensing is up to date on all jurisdictions Manage corporate travel vendor relationships and office service providers Office Services & Workplace Experience
Oversee procurement and inventory of office, kitchen, and supply room items across locations Manage common areas, conference rooms, and shared spaces to ensure a positive employee and client experience Coordinate catering, setup, and logistics for internal meetings, partner meetings, and firm events Support reception and front-office service standards across all office. Multi-Office Operations Coordination
Develop and standardize office operations procedures across all firm locations Supervise and support office operations staff to ensure consistent service levels Monitor workloads and staffing needs for operations support functions and make recommendations to leadership Travel periodically between office locations to assess needs and ensure consistency Budgeting & Administrative Oversight
Develop and manage facilities and office operations budgets Track expenses related to leases, vendors, supplies, and office services Partner with Finance on lease administration, facilities-related payments, and capital expenditures Oversee corporate credit card administration related to facilities and operations expenses Cross-Functional Collaboration
Work closely with IT on physical infrastructure needs such as cabling, server rooms, and workstation setups Coordinate with HR on seating plans, onboarding workspace readiness, and office policies Support firm leadership with logistics for retreats, meetings, and internal events COMPETENCIES
Multi-Location Operations Coordination Project & Move Management Budget Oversight Communication & Service Orientation Problem Solving Organization & Follow-Through Relationship Management POSITION TYPE
Full-Time, Regular PHYSICAL REQUIREMENTS
Ability to sit and work at a computer for extended periods Ability to move throughout office spaces and building facilities regularly Occasional bending, reaching, and lifting of office materials up to 25 pounds Ability to travel between office locations as needed Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions. TRAVEL
Occasional travel to other firm office locations required Valid U.S. Driver’s License preferred REQUIRED EDUCATION & EXPERIENCE
Minimum 5+ years of facilities and operations experience in a professional services firm (CPA firm strongly preferred; law or financial services also considered) Experience supporting multiple office locations required Bachelor’s degree in Business, Operations, Facilities Management, or related field preferred (equivalent experience considered) Demonstrated experience managing vendors, leases, and facilities projects Strong organizational and project management skills Excellent written and verbal communication skills Proficiency in Microsoft Office (Outlook, Excel, Word) and facilities/work order systems preferred Professional, reliable, and service-oriented mindset SUPERVISORY RESPONSIBILITY
Office operations and facilities support staff (as applicable) Functional oversight of office service standards across all firm locations WORK AUTHORIZATION
Must be authorized to work in the United States. OTHER DUTIES
This job description is not intended to be an exhaustive list of all duties, responsibilities, or activities. Duties may change at any time with or without notice. EEO STATEMENT
Calibre is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under federal, state, or local law.
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Facilities & Office Operations
Oversee daily facilities operations across multiple office locations, ensuring offices are well-maintained, fully functional, and professional in appearance Serve as primary liaison with property managers, landlords, and building management Manage office maintenance, repairs, and preventative service programs Coordinate office renovations, expansions, and space planning initiatives Lead all office relocations, buildouts, and furniture installations Ensure offices meet safety, security, and compliance standards Manage relationships with facilities vendors including cleaning services, maintenance providers, security, utilities, shredding, and office equipment Negotiate and review all contracts and monitor service level agreements to ensure quality and cost efficiency which includes the firm’s insurance needs Oversee maintenance contracts for office equipment (copiers, postage machines, etc.) Ensure firm licensing is up to date on all jurisdictions Manage corporate travel vendor relationships and office service providers Office Services & Workplace Experience
Oversee procurement and inventory of office, kitchen, and supply room items across locations Manage common areas, conference rooms, and shared spaces to ensure a positive employee and client experience Coordinate catering, setup, and logistics for internal meetings, partner meetings, and firm events Support reception and front-office service standards across all office. Multi-Office Operations Coordination
Develop and standardize office operations procedures across all firm locations Supervise and support office operations staff to ensure consistent service levels Monitor workloads and staffing needs for operations support functions and make recommendations to leadership Travel periodically between office locations to assess needs and ensure consistency Budgeting & Administrative Oversight
Develop and manage facilities and office operations budgets Track expenses related to leases, vendors, supplies, and office services Partner with Finance on lease administration, facilities-related payments, and capital expenditures Oversee corporate credit card administration related to facilities and operations expenses Cross-Functional Collaboration
Work closely with IT on physical infrastructure needs such as cabling, server rooms, and workstation setups Coordinate with HR on seating plans, onboarding workspace readiness, and office policies Support firm leadership with logistics for retreats, meetings, and internal events COMPETENCIES
Multi-Location Operations Coordination Project & Move Management Budget Oversight Communication & Service Orientation Problem Solving Organization & Follow-Through Relationship Management POSITION TYPE
Full-Time, Regular PHYSICAL REQUIREMENTS
Ability to sit and work at a computer for extended periods Ability to move throughout office spaces and building facilities regularly Occasional bending, reaching, and lifting of office materials up to 25 pounds Ability to travel between office locations as needed Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions. TRAVEL
Occasional travel to other firm office locations required Valid U.S. Driver’s License preferred REQUIRED EDUCATION & EXPERIENCE
Minimum 5+ years of facilities and operations experience in a professional services firm (CPA firm strongly preferred; law or financial services also considered) Experience supporting multiple office locations required Bachelor’s degree in Business, Operations, Facilities Management, or related field preferred (equivalent experience considered) Demonstrated experience managing vendors, leases, and facilities projects Strong organizational and project management skills Excellent written and verbal communication skills Proficiency in Microsoft Office (Outlook, Excel, Word) and facilities/work order systems preferred Professional, reliable, and service-oriented mindset SUPERVISORY RESPONSIBILITY
Office operations and facilities support staff (as applicable) Functional oversight of office service standards across all firm locations WORK AUTHORIZATION
Must be authorized to work in the United States. OTHER DUTIES
This job description is not intended to be an exhaustive list of all duties, responsibilities, or activities. Duties may change at any time with or without notice. EEO STATEMENT
Calibre is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under federal, state, or local law.
#J-18808-Ljbffr