Office Manager

Summary

This position reports to the Director of Legal Support Services and the Office Managing Partner. Day‑to‑day direction will be provided by the Office Managing Partner and the Chief Executive Officers/Directors of the Firm administrative departments.

This position is responsible for the overall operation of the office, including collaboration with attorneys and staff to ensure exceptional client service. It includes direct supervision of the reception, facilities, and Legal Administrative Assistant employees within the offices. Supervision of records and technology employees is in conjunction with the administrative department managers. The role also involves communications with and, where appropriate, supervision of outside vendors and building management and maintenance employees.

The position represents the Firm with external clients and professional organizations.

• College degree in business, human resources or a related area; or the equivalent work experience.
• 3‑5 years management experience in a law firm or professional service environment.
• 2‑4 years human resources experience with knowledge of state and federal employment laws.
• Strong computer skills including experience with Microsoft Word, Excel, and PowerPoint.

• Law firm experience preferred.

• Human Resources and Employee Relations (40%)
  • Coordinate local staff hiring and the new‑hire orientation/integration/I‑9 process for attorneys and staff.
  • Oversee the local departure process, firm property collection for staff and attorneys in coordination with the Attorney Recruiting and Development Department, and review/update local resources (e.g., library, records).
  • Manage staff performance, including annual evaluation, goal setting, compensation, recognition, coaching, and terminations.
  • Implement and ensure success of staff and LAA team backup programs for appropriate coverage.
  • Collaborate routinely with attorneys and staff to ensure efficient and effective work product and client support.
  • Manage staff scheduling, including time management and time‑off requests in HRIS.
  • Coordinate employee‑relation programs including office and firm events (e.g., holiday party, summer events, and Administrative Professionals’ Week) and acknowledge births, funerals, and hospitalizations with HR.
  • Promote staff recognition programs.
  • Manage HR budgets.
• Facilities and Equipment (30%)
  • Coordinate facility maintenance and ergonomics, including building/security issues, to maintain an orderly work environment.
  • Maintain office and hospitality supplies and furniture.
  • Maintain printers, copiers, and postage meter.
  • Manage scheduling and maintenance of conference rooms and catering needs.
  • Coordinate office moves and furniture cleaning.
  • Oversee office relocation/remodel process and participate in design.
  • Oversee the maintenance of the local Research Systems and Services (library).
  • Manage emergency management system notifications.
  • Manage Epiq staff.
  • Manage parking contracts and billing.
  • Assist with Business Continuity Plan and participate on the Emergency Response Team.
  • Prepare and manage facilities budgets (operating, occupancy, and capital).
• Finance, Purchasing and Inventory (20%)
  • Identify, approve, and manage communications with vendors.
  • Handle ordering, inventory, and reconciliation with vendors.
  • Maintain check‑writing obligations for the office.
  • Enter, reconcile, and approve all local administrative expenses in Chrome River.
  • Handle local bank contacts: taking deposits, initiating wires, and reviewing trust account activity.
• Communication/Local Contact (5%)
  • Communicate with Chief Executive Officers and Directors regarding firm and local issues, as necessary.
  • Act as a liaison with the community and coordinate with community and industry organizations on behalf of the firm and attorneys.
  • Local marketing contact for client events and seminars; coordinate space, contract, set‑up and take‑down, and act as host.
• General and Administrative (5%)
  • Perform other duties as assigned.

• Strong verbal and written communication skills.
• Self‑motivated with excellent organizational skills and attention to detail.
• Highly professional…