Office Manager

Constangy, Brooks, Smith & Prophete, Llp - Warren, NJ

Full-time - Mid Level

Warren, NJ

Professional, Scientific, and Technical Services

About the position

The Office Manager position at Constangy Brooks Smith & Prophete LLP is a full-time, non-exempt role responsible for overseeing various administrative functions within the office. This position serves as a liaison between the local office and the firm's administrative departments, primarily located in Atlanta. The Office Manager will handle human resources activities, support attorneys, manage office facilities, supervise IT and accounting services, and coordinate local marketing efforts. The ideal candidate will have experience in a law firm setting and demonstrate strong communication, project management, and clerical skills.

Responsibilities

• Coordinate all necessary Human Resources activities within the office, including conducting initial orientation for new hires and coordinating onboarding with the HR office in Atlanta.
• Assist in the annual performance management cycle, approve staff time sheets, and manage workflow to ensure timely and accurate work production.
• Perform local accounting functions, including direct payments of local expenses, managing the imprest account, petty cash, and preparing invoices for the Accounting department in Atlanta.
• Scan and email copies of all bank statements related to the office imprest account to the appropriate accounting department contact in Atlanta.
• Oversee and coordinate activities with the Marketing department to meet office and firm-wide marketing objectives.
• Administer local office facilities, including landlord relations, building services, and acquisition of furniture and fixtures.
• Coordinate moving projects between office spaces as needed.
• Secure services from local vendors for office needs and compare pricing for new vendor selection.
• Purchase routine office supplies and approved office equipment.
• Plan and execute office events and celebrations as needed.
• Ensure meetings and client events are set up properly and run smoothly.
• Coordinate with Administration on staff/attorney gift distribution throughout the year.
• Manage the stationary administration process for the office and attorneys with the Firm's stationary vendor.
• Participate in Monthly Office Manager calls for information dissemination and activity coordination.

Requirements

• Experience in facilities management, particularly in a law firm setting.
• Proficiency in Microsoft Office and project management skills.
• Strong communication skills, both verbal and written.
• Ability to demonstrate excellent customer service and flexibility in work hours.
• Demonstrated project management skills and initiative in problem-solving.
• Strong clerical skills, including basic bookkeeping knowledge.

Nice-to-haves

• Experience with iManage or equivalent document management program.
• Familiarity with CompuLaw.

Benefits

• Profit sharing
• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Paid time off
• Vision insurance
• 401(k) matching
• Gym membership
• Life insurance