Office Operations Manager

Title

Office Operations Manager

Position Overview

The Office Operations Manager is responsible for the oversight and day-to-day management of firm facilities, office operations, and administrative support functions across all office locations. This role supervises legal support staff and office services staff, ensuring efficient, high-quality support aligned with the firm’s operational and client service standards.

The ideal candidate brings strong leadership and hands-on experience in legal support functions, enabling them to effectively support staff throughout the firm.

Responsibilities

Staff Management

• Directly oversee legal assistants, paralegals, and office services staff. This may include hiring, onboarding, training, development, and performance management.
• Supervise the allocation of staffing resources, including workload distribution, staffing needs (permanent and temporary needs that may be based on PTO/​work at home), and shifts in assignments.
• Serve as a point of contact for attorneys to ensure effective support and alignment with practice group needs.
• Work with firm leadership to develop and provide coaching, mentoring, and career development opportunities for staff.
• Coordinate the day-to-day tasks of Office Services staff; making decisions that aid in the efficient operation of the Firm.
• Work with management team to develop and enforce best practices, workflows, and standard operating procedures.
• Provide training to staff and attorneys throughout the Firm.
• Serve as a backup and oversee backup program for legal assistants and paralegals throughout the firm.
• Serve as backup for all positions within Office Services.

Office Operations & Facilities Management

• Serve as liaison for vendor relationships (property management, cleaning, maintenance, parking, etc.).
• Coordinate facility needs for multiple office locations and monitor ongoing requests to ensure completion.
• Assist Executive Director in budget preparation for cost center by projecting expenses related to facilities, supplies, and services. Identify and communicate variances between actual spending and budgeted spending.
• Oversee mail and delivery operations including internal and external mail.
• Work with Human Resources to ensure compliance with applicable health, safety, and regulatory requirements.
• Oversee inventory and purchase of office supplies including negotiating prices and contracts with vendors and obtaining internal approval for new goods/​services.
• Partner with firm leadership, HR, IT, Finance, and Practice Group Leaders to align operational strategies with firm goals.
• Complete other duties as assigned.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Legal Studies, Human Resources, or a related field is preferred. Equivalent combinations of education and relevant experience will be considered.
• Prior experience as a legal assistant and/​or paralegal is required.
• 1 – 2 years of supervisory or lead experience required.
• Progressive experience in legal operations or office management is preferred.
• Demonstrated proficiency with legal practice management systems, document management software, Microsoft Office Suite, and other business productivity tools.

Required Skills/​Competencies

Leadership:

• Conflict resolution
• Employee coaching and development
• Team engagement

Operations:

• Process improvement
• Resource allocation
• Vendor management
• Budget management

Professional:

• Sound judgment
• Discretion and confidentiality
• Problem-solving
• Adaptability