Office Manager

Job Summary
The Office Manager is responsible for ensuring the Troy office operates efficiently, professionally, and in alignment with firm standards. This role manages meeting coordination, travel arrangements, facilities oversight, RingCentral administration, asset management (in partnership with HR and IT), vendor relationships, and general office operations.
The Office Manager serves as a central support resource for leadership and staff, ensuring systems, equipment, and office logistics run smoothly while maintaining a positive and solution-focused environment.

Core Responsibilities

Meetings & Events

• Schedule meetings for partners and manage calendar logistics.
• Reserve rooms, coordinate catering, and manage event details.
• Support event setup and vendor coordination.
• Post event updates and reminders in Slack.
• Partner with Marketing Event Specialist and HR on planning, coordinating, and executing companywide events.
• Coordinate updates and communication with staff for all events, new CRMs, firm-wide rollouts, and operational changes in collaboration with firm leadership.

Travel & Membership Coordination

• Arrange travel and accommodations for attorneys and partners.
• Track and process payments for attorney memberships (SBM, NOVA, NOSSCR, etc.).

RingCentral System Administration (Primary Owner)

• Manage RingCentral users, extensions, queues, greetings, business hours, and call routing.
• Troubleshoot system issues and work with RingCentral support.
• Maintain internal SOP documentation for all call-flow processes.

Facilities & Vendor Management

• Serve as the main contact for building maintenance and facility issues.
• Provide real-time updates in Slack for outages or urgent building concerns.
• Update office door code every 45 days; maintain logs.
• Manage key/fob distribution.
• Replenish office/kitchen supplies and maintain inventory.
• Coordinate onsite vendors for repairs and services.
• Ensure sufficient in-office vs. remote work coverage in coordination with leadership.

Asset Management & Technology Support

Performed in partnership with HR and IT.
• Coordinate new hire equipment setups.
• Maintain accurate inventory of all technology and office assets.
• Work with IT to troubleshoot device issues, report problems, and escalate tickets.
• Support HR and IT by coordinating equipment collection and returns during separations.
• Provide updates on equipment errors, replacements, or system needs.
• Assist IT with software rollouts, system updates, and onboarding/offboarding processes.

Administrative & Operational Support

• Maintain and update templates, letterheads, and forms in Prevail (or current CRM).
• Scan, sort, and distribute incoming mail, bills, and partner documents.
• Prepare monthly AMEX expense reports for partner review.
• Serve as receptionist backup as needed.
• Coordinate with leadership to ensure clear communication to staff on operational changes, SOP updates, and department-wide initiatives.
• Submit a weekly report to the HR Manager and Partners including a task list with open action items.
• Attend weekly meetings with the HR Manager.

SOP Ownership

The Office Manager is responsible for creating, updating, reviewing, gaining partner approval, and maintaining SOPs for every area within the OM role. This includes:
• Office needs, ordering, supplies, kitchen restock procedures
• Facilities processes, vendor processes, repair workflows
• Office door code update procedure (every 45 days or sooner when needed)
• Event support, onsite logistics, room/reservation processes
• Technology coordination processes with HR/IT
• RingCentral call-flow documents and phone system procedures
• Front-desk support workflows
• Slack announcement standards for facilities, events, and office communications
• Any additional SOP creation responsibilities as needed

Leadership & Process Oversight

• Serve as a central point of contact for communication flow between departments, staff, and leadership; ensure clarity, consistency, and follow-up.

• Collaborate closely with the HR Manager on operational and personnel initiatives, including scheduling, policy implementation, and staff support.

• Support timing, resource planning, and follow-through on cross-departmental initiatives, serving as the go-to for when and how to escalate issues to partners.

• Participate in and help drive 30/60/90-day onboarding and role-based performance objectives across operations teams.

• Ensure timely execution of day-to-day tasks while maintaining a high-level view of firmwide priorities and bottlenecks.

Qualifications

• 2+ years administrative experience (law firm preferred).
• Experience managing calendars, travel, and office logistics.
• Strong communication and customer-service orientation.
• Proficiency in Microsoft 365, Slack, and cloud systems; Rippling a plus.
• Able to maintain confidentiality and handle sensitive information.

Salary

$45k-60k

Salary

• $45,000 - $60,000