Manager, Facilities & Administration

Job Description

Join Our Team at Litera: Where Legal Technology Meets Excellence

Litera has been at the forefront of legal technology innovation for over 25 years, crafting legal software to amplify impact and maximize efficiency. Developed by the best legal minds in the industry, our comprehensive suite of integrated legal tools is both powerful and user-friendly and simplifies the way modern firms manage core legal workflows, secure collaboration, and organize firm knowledge and experience. Every day, we help more than 2.3 million legal professionals focus on their craft. Litera: Less busy work, more of your life’s work.

Overview: As a Manager -Facilities & Administration at Litera, you will be part of a dynamic team that is passionate about driving innovation in the legal technology space. You will have the opportunity to work with innovative tools and collaborate with industry experts to deliver solutions that make a real difference in the legal profession.

Key Responsibilities:

Facilities Management

• Operations Oversight: Oversee the maintenance and operations of the company’s facility to ensure safety and functionality, and regulatory compliance.
• Vendor Management: Coordinate with vendors and service providers for facility maintenance, repairs, and improvements, negotiating contracts and managing service agreements. Manage relationships with existing vendors and service providers, including negotiating contracts and ensuring service level agreements are met. Source capable and high performing vendors meeting Litera’s performance and service requirements for various requirements.
• Preventive Maintenance: Develop and implement preventive maintenance programs to minimize downtime and extend the life of equipment and facilities.
• Regulatory Compliance: Ensure compliance with Health, Safety, and environmental regulations.
• Budget Management: Prepare and manage the facilities & administration budget, monitoring expenses to ensure cost-effectiveness and efficiency.
• Project Execution: Plan and execute building installations, refurbishments, and maintenance projects.

Employee Engagement:

• Team building activities: Facilitate both in-house and off-site activities to improve team collaboration and morale. Should be able to handle logistics & planning like but not limited to transport, catering, decoration, sourcing vendors and materials, coordination & planning, etc. for all events
• Social Events: Organize regular social events to boost employee engagement and create an experience of fun@work.
• Corporate Gifts: Responsible for procurement, vendor sourcing and distribution of corporate gifts and swag for employees.
• Employee Welfare events: Plan and execute health and wellness initiatives, volunteering opportunities, family fun days and similar employee events. Coordinate events to celebrate achievements of individuals, teams, and organization. Manage awards, certificates, gifts, etc.

Travel Desk Management:

• Travel arrangement: Handle booking flights, hotels, ground transportation, and other travel-related needs for employees.
• Travel Policy Compliance: Ensuring all travel arrangements adhere to the company's travel policy, which may include guidelines on budget, preferred vendors, and travel class.
• Travel Expense Management: This involves managing and tracking travel expenses to ensure they stay within the budget.
• Itinerary Planning: Create detailed travel itineraries, including flight details, hotel check-in/check-out times, meeting schedules, and other activities.
• Emergency Support: Providing support during travel emergencies, such as flight cancellations or delays, lost luggage, or medical emergencies.
• Visa and Passport Management: Assisting with visa applications, renewals, and ensuring passports are valid for travel.

Office Administration:

• Administration: Lead and oversee administrative functions including office supplies management and front-desk services.
• Team Supervision: Supervise and provide guidance to the facilities and administration team, fostering a collaborative, high-performing culture.
• Planning – Coordinate with existing Facilities team members and local leaders to ensure smooth operation during executive and leadership visits
• Coordinating, Scheduling & Calendar Management – Support with coordinating and scheduling site level events, coordinating with local & global leadership team members as needed.
• Helping support and manage the Office of the MD and his schedule.
• Driving Excellence: This includes continuously focusing on optimizing costs and improving service delivery

Qualifications:

• Graduation in any discipline, MBA will be preferred
• 5-10 years of relevant work experience, with at least 3 years of experience as a Facilities & Administration Manager.
• Strong organizational ability in handling wide ranging tasks and detail oriented.
• Excellent communication skills – Verbal & Written.
• Effective Leadership qualities.

Why Join Litera?

• The company culture: We emphasize helping each other grow, doing the right thing always, and being part of a journey to amplify impact, creating an exciting and fulfilling work environment
• Commitment to Employees: Our people commitment is based on what employees love most about being part of the team, focusing on tools that matter to the difference-makers in the legal world and amplifying their impact
• Global, Dynamic, and Diverse Team: Our is a global company with ambitious goals and unlimited opportunities, offering a dynamic and diverse work environment where employees can grow, listen, empathize, and problem-solve together
• Comprehensive Benefits Package: Experience peace of mind with our health insurance, retirement savings plans, generous paid time off, and a supportive work-life balance. We invest in your well-being and future, ensuring a rewarding career journey.
• Career Growth and Development: We provide career paths and opportunities for professional development, allowing employees to progress through various technical and leadership roles