Office Manager

Location: Downtown Phoenix, City Scape (in-office, full time)

Position Type: Full-Time, Salary (DOE)

Our client in the legal industry is seeking a highly organized, people-centric, and tech-forward Office Manager to serve as a cornerstone of their Operations team.

This role is equal parts office leadership, HR partner, and internal problem-solver—making it one of the most dynamic and wide-reaching positions within the firm.

The Office Manager will manage front-office operations, oversee the receptionist and administrative workflow, support the COO, handle key HR processes, coordinate vendors and insurance, assist with IT/software troubleshooting, and help maintain a high-performance, healthy workplace culture.

This role requires someone who is consistently reliable, thrives in a fast-paced environment, communicates clearly, takes pride in operational excellence, and has a strong “figure it out” mindset when faced with new systems or challenges.

• Manage and oversee daily reception and front desk operations
• Train, support, and coach the receptionist to maintain a polished client and visitor experience
• Ensure consistent coverage, professionalism, and high standards at the front office
• Draft and distribute internal firm announcements (trainings, updates, celebrations, reminders)
• Serve as a go-to internal resource for operational questions and day-to-day needs

• Oversee purchasing and stocking of office supplies, snacks, beverages, swag items, and seasonal décor
• Supervise receptionist-led planning for firm celebrations, events, and milestones
• Maintain organized office spaces and ensure readiness for staff, clients, and events
• Manage vendor relationships, contracts, renewals, invoices, and payment methods (water, shredding, printers, mail, etc.)
• Support culture-building through thoughtful planning, consistency, and follow-through

• Maintain administrative permissions in HR systems and serve as first-line troubleshooting support
• Approve staff hours for pre-litigation, intake, and administrative teams; monitor timesheets and ensure compliance with PTO, overtime, and scheduling policies
• Support benefits administration including health plans, 401(k), payroll, timesheets, and tax documents
• Read, understand, roll out, track, and collect signatures for firm policies and procedures (employee handbook updates, work-from-home agreements, SOPs)
• Assist with hiring, onboarding, and offboarding processes
  
  Participate in interviews, stay interviews, and performance review cycles; maintain organized employee files

• Provide day-to-day troubleshooting and support for firm systems, including:
• Filevine (case management)
• Lead Docket / CRM tools
• Ring Central / phone systems
• Microsoft 365 (Teams, Outlook, SharePoint)
• Adobe and related document tools
• Assist with software rollouts, training coordination, and internal adoption
• Escalate issues to vendors as needed and track resolutions through completion
• Maintain awareness of how firm tools interconnect and impact workflows
• Oversee and optimize software integrations across Filevine, Lead Docket, Zapier, Vinesign, Yelp, and Ring Central

• Assist the COO with special projects, vendor coordination, and operational improvements
• Support the COO with business insurance processes and renewals (malpractice, building, health premiums, etc.)

• Reliable leadership: Proactive, consistent, and dependable
• Culture builder: Supports a healthy, accountable workplace
• Trusted problem-solver: Team members trust follow-through and discretion
• Tech-curious operator: Quick to learn and understand interconnected systems
• High standards: Maintains polished workflows, communication, and office environment
• Ownership mindset: Takes responsibility and follows through promptly

• Experience in a personal injury law firm, operations, office management, HR support, or administrative leadership role
• Strong verbal and written communication skills, including firm-wide messaging
• High comfort with legal technology and willingness to…