Office Manager - Remote

Lowenstein & Weatherwax LLP is one of the most sophisticated law firms in the United States, with over 375 lawyers and 300 business services professionals serving clients from offices in New York, New Jersey, Palo Alto, Washington, DC, and Utah. Our primary administrative offices are located in Roseland, New Jersey, where we are consistently ranked among the best places to work in the state. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.

What You Will Do:

The Office Manager will report to the Director of Operations (DOO) and is responsible for the management of the BSG staff, office services, and receptionist in the Washington D.C. office. The Office Manager will partner with the firm’s national administrative departments to ensure successful office management in the areas of human resource administration, financial management, training and onboarding coordination, records management, technology, facilities and general office operations.

Essential Job Requirements:

Human Resources Management:

• Manage the evaluation process for the BSG staff, providing input on promotion and compensation.
• Plan, assign, and direct work, appraising performance, and resolving issues.
• Maintain a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff.
• Oversee support staff including Legal Secretaries, Office Services and Receptionist.
• Resolve general support staff issues, conduct performance coaching, and implement disciplinary actions, as needed, in coordination with the Director of Human Resources.
• Approve work hours, PTO, and overtime.
• Partner with Human Resources and the Recruiting team on local staff hiring and the new hire orientation/integration/I-9 process for attorneys and staff.

Facilities Management:

• Manage office facilities and office supply inventory.
• Working with the Office Managing Partner, assign office and desk space to new employees, including lawyers, paralegals, and BSG.
• Arrange for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc.
• Work with building management on day-to-day facilities issues such as building security, cleaning and maintenance, HVAC, emergency preparedness and general tenant issues.
• Manage office-based contracts.
• Coordinate in-house office moves and lateral attorney offices moves.
• Oversee the operation and maintenance of office facilities such as safety programs, security systems, supplies, and equipment.

Financial Management:

• Identify, approve, and manage communications with vendors.
• Enter, reconcile and approve all local administrative expenses in Chrome River.
• Assist in the preparation of the office operating expense budget and monitor monthly budget variance analysis and cost control.
• Ensure that all items are invoiced and paid on time.

General Administration:

• Assist with special projects and office events.
• Local level policies and procedures interpretation and implementation.
• Work closely with the Office Managing Partner in planning and execution of office-related initiatives and events involving staff and attorneys.
• Responsible for the overall day-to-day administration of the office.
• Performs other duties as assigned.
• Act as a liaison with general and administration departments (e.g., Finance, IT, Human Resources, Records).
• Ensure IT/AV support and maintenance.

Skills, Knowledge, and Abilities:

• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment;
• College degree, preferably in management;
• Solid working knowledge of the Microsoft Office Suite.
• Ability to work outside normal business hours to support 24x7 operations.
• Must maintain confidentiality and exercise good judgment;
• 3+ years of administrative management experience in a large, multi-office law firm or professional service setting;
• Must possess excellent communication skills and be able to communicate effectively at all levels of firm’s structure.
• Must have strong business understanding, leadership, organizational and analytical ability; and

Disclaimers:

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.

Lowenstein & Weatherwax LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein & Weatherwax LLP and no fee will be paid in the event the candidate is hired by Lowenstein & Weatherwax LLP as a result of the referral.

Lowenstein & Weatherwax LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.