OFFICE MANAGER – FULL JOB DESCRIPTION
Position Summary: We are seeking a proactive, detail-oriented, and hands-on Office Manager to oversee the day-to-day administrative operations of our busy law firm. This position involves supervising clerical staff, managing office logistics, supporting the Head of HR , and working closely with senior leadership to promote a productive, compliant, and positive work environment.
Key Responsibilities:
Staff Oversight
- Recruit, screen, and collaborate with management on the hiring of clerical, non-legal personnel.
- Assist with facilitating all employee onboarding and offboarding.
- Conduct introductory meetings with new hires, orient them to firm culture, and ensure integration with team members.
Administrative Operations
- Supervise daily clerical operations to ensure all staff are working productively and in compliance with the firm handbook and internal guidelines.
- Perform routine "sweeps" of office areas to ensure organization, professionalism, and adherence to both stated and expected firm protocols. The timings of these “sweeps” will be dictated by management.
- Monitor cleanliness, orderliness, and functionality of common areas and workspaces.
Facilities & Supplies Management
- Oversee inventory and ensure timely ordering of office supplies, kitchen stock, and print materials.
- Schedule regular maintenance and repairs for office equipment (e.g., copiers, HVAC, phones) and firm property, coordinating with vendors as needed.
- Liaise with building management or cleaning vendors to ensure a professional and sanitary workplace.
Leadership & Culture Building
- Implement morale-boosting practices; identify and report morale-damaging behaviors to senior management.
- Plan and propose internal team-building initiatives and employee engagement activities (e.g., office lunches, celebrations, recognition programs).
- Help cultivate a respectful and team oriented office environment.
Compliance & Policy Enforcement
- Stay current with relevant city, state, and federal employment and workplace laws; advise senior staff on updates and ensure firm-wide compliance.
- Regularly reinforce employees' understanding and adherence to company policies and procedures.
- Participate in the disciplinary process as needed, including documenting staff warnings, write-ups, and supporting terminations.
- Ensure secure removal of former employees' access to sensitive firm materials and oversee immediate departure from premises when appropriate.
Reporting & Management Support
- Provide regular office performance updates to management.
- Identify workflow inefficiencies and propose solutions.
- Assist leadership with special projects or policy implementation as needed.
Qualifications:
- Proven experience (10 years) as an office manager, or similar role (preferably in a law firm or professional services environment)
- Strong understanding of office procedures HR practices and labor regulations
- Exceptional organizational, interpersonal, and conflict-resolution skills
- Ability to manage multiple tasks and prioritize in a fast-paced setting
- Proficiency in MS Office (Word, Excel, Outlook); familiarity with HRIS or time-tracking systems a plus
Key Traits:
- Proactive problem-solver with a “see something, say something” mentality
- Strong emotional intelligence and the ability to maintain professionalism under pressure
- Loyal, trustworthy, and discreet with confidential information
