Office Manager

Job description

Summary: Under general supervision and in accordance with Firm policies and procedures, the Office Manager oversees the day-to-day operations of the assigned office, including facilities, workplace services, administrative support, office services staff, and vendor relationships. This role serves as a key operational partner to office leadership, ensuring efficient office operations, exceptional service to clients and employees, and the smooth execution of administrative and operational initiatives while maintaining confidentiality in all firm and client matters. Responsibilities: HUMAN RESOURCES & ADMINISTRATIVE MANAGEMENT - Partner with Human Resources on employee relations matters, performance management, promotions, performance improvement plans, and terminations. - Manage the full-cycle recruiting process for assigned business professional positions, including sourcing, interviewing, hiring, and onboarding. - Coordinate attorney, legal support, and business professional interview schedules as needed. - Supervise, coach, train, evaluate, and develop direct reports, including management of performance, workflow, and compensation reviews. - Administer timekeeping, attendance, and time-off processes for hourly employees, including approval and submission of time records. - Support staffing strategy and resource alignment by evaluating workloads, identifying staffing gaps, and implementing solutions to ensure appropriate attorney support. - Coordinate office workflow and administrative support services to maximize operational efficiency. OFFICE OPERATIONS & LEADERSHIP - Manage the day-to-day operations of the office, ensuring exceptional service delivery and efficient office administration. - Serve as the primary liaison between attorneys and administrative teams, proactively identifying and resolving operational, staffing, and workflow issues. - Act as a trusted advisor to office leadership by anticipating needs, recommending solutions, and overseeing implementation of operational initiatives. - Translate Firm policies, priorities, and strategic objectives into practical office procedures and workflows. - Maintain a collaborative, professional, and engaged office environment through visible and hands-on leadership. - Lead and support office change management efforts, including office reconfigurations, staffing transitions, and operational improvements. - Prepare reports, presentations, headcount analyses, and other administrative materials as requested by office and Firm leadership. FINANCIAL MANAGEMENT - Develop, manage, and monitor office operating and capital budgets. - Review monthly financial reports and budget variances, providing analysis and recommendations as needed. - Process invoices, monitor office expenditures, and ensure timely payment approvals and reconciliations. - Establish and maintain financial controls that support cost-effective office operations. - Manage office-related purchasing activities and vendor relationships to maximize service quality and value. FACILITIES & WORKPLACE SERVICES - Oversee all facilities and workplace services functions to ensure a safe, efficient, and professional office environment. - Manage office services, reception, meeting services, and related support staff. - Maintain office appearance, cleanliness, and functionality, including conference rooms, common areas, break rooms, cafés, visitor offices, and support spaces. - Coordinate routine maintenance, facility repairs, and service requests, ensuring timely resolution. - Partner with building management and Firm facilities leadership on space planning, office moves, leasehold improvements, construction projects, and capital initiatives. - Oversee office assignments, internal office relocations, and workspace utilization. - Manage inventory, procurement, and vendor relationships for office supplies, furniture, equipment, amenities, and workplace services resources. EVENTS & ENGAGEMENT - Plan, coordinate, and execute office meetings, training programs, employee engagement activities, and special events. - Lead the planning and execution of office-sponsored events, including holiday celebrations, employee appreciation events, summer outings, attorney events, and other office functions. - Partner with Client Growth and Marketing teams to coordinate client-facing events and business development activities. - Support summer associate, internship, and law student programs in partnership with Firm recruiting and program leadership. RECORDS & INFORMATION MANAGEMENT - Oversee office records management processes, including retention, storage, transfer, imaging, and destruction of records in accordance with Firm policies and legal requirements. - Coordinate file transfers and records-related requests with attorneys, administrative staff, Records personnel, and other departments. - Ensure accurate organization, maintenance, and compliance of office records and information resources. COLLABORATION & FIRM PARTNERSHIP - Serve as a liaison among Human Resources, Recruiting, Information Technology, Finance, Facilities, Records, Marketing, and other Firm departments. - Participate in Firm management meetings and provide updates regarding office operations, staffing, facilities, budgets, and strategic initiatives. - Identify risks, operational concerns, and resource needs proactively, escalating issues when necessary and recommending solutions. - Perform additional duties and special projects as assigned. Qualifications: - Bachelor’s degree or equivalent work experience required. - Minimum of 5+ years of experience as an Office Manager or business manager, preferably within a legal or professional services environment. - Proven track record of progressive success in human resources or administrative management with a growing organization. - Demonstrated leadership and management capabilities, with a strong ability to implement initiatives and drive positive organizational change. - Experience in facilities management, including design, construction, contract negotiation, and project oversight, is a plus. - Solid understanding of basic accounting principles and experience with budget management. - Strong written and verbal communication skills, with the ability to interact effectively and diplomatically with attorneys, business professionals, and external vendors. - Excellent organizational, project management, and problem-solving skills. - Strong relationship-building and team leadership abilities. - Demonstrated strong business acumen, judgment and decision-making skills. - Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to Firm needs, the duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice. Working Conditions: Normal office environment with little exposure to excessive noise, dust, temperature and the like. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. Equal Employment and Opportunity Statement: Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.