Facilities Manager

Job description

Our Story TopDog Law is not your typical law firm. We're a nationally scaling personal injury firm built for impact and growth — owning the client experience end-to-end, from marketing and intake through litigation. We believe that world-class marketing, paired with exceptional legal talent and operations, creates better experiences and outcomes for clients and the business alike. Over the past three years, we've grown 2–3x year over year, setting a new standard on the marketing side of the personal injury space and proving what's possible when strategy, speed, and execution align. Now we're applying that same discipline and innovation to firm operations, case management, and national scale — intentionally building the infrastructure, systems, and teams to grow without sacrificing quality, culture, or accountability. We are a fully remote team that share trust, open communication, and a commitment to doing great work. If you love ownership, thrive in a fast-moving environment, and want to help build something exceptional, you'll feel right at home here. The Opportunity TopDog Law is growing quickly, and the way we manage our offices needs to grow with us. The Facilities Manager will own the day-to-day readiness, consistency, and expansion of our physical offices, virtual office locations, and firmwide mail operations. This is a hands-on build-and-scale role for someone who enjoys creating structure, solving problems quickly, and making sure our teams have professional, functional spaces that are ready to support the business. This leader will manage our Receptionist team responsible for mail operations and will create clear, repeatable processes for receiving, processing, routing, tracking, and escalating mail across the firm. They will also lead office openings, relocations, virtual-location setup, vendor coordination, and ongoing facilities support as TopDog Law enters new markets and expands existing locations. The right person is organized, resourceful, highly accountable, and comfortable moving between strategy and execution. We need someone who can build the operating model while still being willing to jump into the details when something needs to get done. What You Will Own Own the Office Portfolio: Manage the day-to-day operational needs of TopDog Law’s physical offices, virtual office locations, shared workspaces, and other facilities-related sites. Maintain clear ownership, standards, documentation, and points of contact for every location. Lead Office Growth and Expansion: Drive the facilities work required to open, relocate, expand, or close locations. Build repeatable launch plans, coordinate vendors and internal partners, track dependencies, and ensure new locations are ready on time. Lead Lease Negotiations and Administration : Understand and manage negotiations and administration of commercial leases, partnering with Legal and Marketing Departments. Create a Consistent Workplace Experience: Establish standards for office readiness, cleanliness, supplies, signage, access, meeting spaces, and general workplace functionality so employees and clients have a consistent experience across locations. Own Virtual Location Operations: Manage relationships and operational requirements for virtual offices and mail-receiving locations, including access, service levels, mail handling, location records, and issue resolution as the firm expands into new markets. Lead Firmwide Mail Operations: Own the end-to-end mail process, including receipt, sorting, scanning, routing, forwarding, tracking, escalation, and documentation. Continuously improve the process to ensure mail reaches the right team quickly and accurately. Lead and Develop the Receptionist Team: Manage the Receptionists responsible for mail operations. Set clear expectations, create coverage plans, monitor performance, coach the team, and ensure consistent execution across locations. Build Processes That Scale: Create and maintain SOPs, checklists, escalation paths, location standards, and operating rhythms that allow Facilities and Mail Operations to scale without relying on tribal knowledge. Manage Landlords, Vendors, and Service Partners: Own day-to-day relationships with landlords, property managers, shared-office providers, mail vendors, maintenance providers, security/access vendors, furniture suppliers, and other facilities partners. Hold vendors accountable for service, cost, and response time. Manage Issues with Urgency: Serve as the point of escalation for facilities and mail-related issues. Prioritize business impact, coordinate the right resources, communicate clearly, and drive issues through resolution. Partner Across the Firm: Work closely with Legal, Finance, HR, IT, Marketing, Operations, and local office leaders to ensure facilities decisions support business requirements, employee needs, client experience, and firm growth. Drive Cost Discipline: Track facilities and mail-related expenses, identify opportunities to reduce unnecessary spend, evaluate vendor options, support budgeting, and balance cost with service, scalability, and business needs. Protect Business Continuity and Compliance: Maintain reliable processes for office access, critical mail, vendor escalation, and location readiness. Partner with Legal and other stakeholders on requirements that may vary by state, location, or type of correspondence. Use Data to Improve the Operation: Develop simple reporting and service-level expectations for mail turnaround, open issues, vendor performance, office readiness, and other key facilities measures. Use trends to identify recurring problems and drive continuous improvement. Build for What Comes Next: Stay ahead of growth by identifying future space, mail, staffing, and vendor needs before they become operational constraints. Bring forward recommendations and scalable solutions as TopDog Law continues to expand. What You Bring Required: 5+ years of experience in facilities management, workplace operations, office operations, lease administration, property operations, or a similar multi-site operational role. 2+ years of people leadership experience with a demonstrated ability to set expectations, coach performance, and build reliable operating teams. Experience supporting multiple physical locations and managing vendors, service providers, shared offices, or virtual office environments. Strong project-management skills with experience coordinating office openings, relocations, moves, buildouts, or other multi-step operational initiatives. Experience creating SOPs, workflows, controls, and scalable processes in a fast-moving organization. Strong organizational skills and attention to detail, with the ability to manage multiple locations, vendors, deadlines, and priorities at the same time. Strong problem-solving judgment and a bias toward action; comfortable taking ownership of issues and driving them to resolution. Ability to travel to TopDog Law locations as needed for openings, transitions, vendor management, and operational support. Self-Starter that can excel in a remote environment and take full ownership of the function. Experience managing centralized mail operations, mailrooms, reception teams, or document-routing processes is preferred. Who Thrives Here (Core Values) We don't hire on resumes alone. We hire for competence, character, and mindset. Embrace Change: Open to feedback, embracing change, and always asking "what's next?" Committed: You care deeply, have your teammates' backs, and show up to build something lasting. No-Ego Energy: Positive, professional, and solutions-oriented. Drama stays at the door. Ownership: You do what you say, follow through, and treat the business like it's yours. Fast & Hungry: You move with urgency, thrive under high expectations, and are motivated by growth and impact. What We Offer Base Salary: $108,200 - $151,600, commensurate with experience Our job postings reflect the compensation range for the specific market and location of each role. Ranges vary by geography based on local market rates and cost of labor. Benefits include: Medical, dental, and vision insurance, 401(k) with company match, HSA, life insurance, disability coverage, paid time off, and parental leave. Equal Opportunity Employer We are an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, national origin, religion, sex, disability, sexual orientation, gender identification, or being a qualified disabled veteran or qualified veteran of the Vietnam era or any other category protected by Federal or State law. DISCLAIMER: TopDog Technologies, Inc. [TopDog Law, P.A.] [TopDog Law SE, PLLC] ("TopDog") may use artificial intelligence (AI) and automated decision-making tools to assist in screening and evaluating candidates for employment positions, including whether to advance a candidate in the application process. These tools assess job-related qualifications and characteristics—such as work experience, education, and skills relevant to the position as described in the job posting—based on information you provide in your application materials (e.g., resume, application responses, and other submitted materials, if any). All adverse decisions affecting your candidacy are reviewed by a human member of our Talent Acquisition team before being finalized. AI does not make the final decision on your candidacy. If you have questions about this notice, wish to request additional information about how AI was used in a decision affecting you, wish to request correction of inaccurate data, or need a reasonable accommodation that is required by law regarding TopDog Law's use of these tools, please contact: Talent Acquisition Department | [recruitment@topdoglaw.com #LI-Remote