Office Manager

Summary: The Office Manager position is a non-exempt, hourly position reporting to the local Office Head and will have significant interaction with the firm’s administrative departments located in our Atlanta office.   

Essential Office Manager Duties and Responsibilities: 

The Office Manager duties include a variety of administrative functions in the office including human resources related tasks, the provision of attorney support services, the management of physical office space and furniture requirements, supervision of IT and accounting services in the office and the coordination of local marketing functions. The Office Manager is the liaison to the Firm’s Administrative Departments. Specific responsibilities include:

1. Coordinate all necessary Human Resources activities within the office such as conducting initial orientation for new hires and coordinating new hire onboarding with the Human Resources office in Atlanta. Assisting in the annual performance management cycle, approving staff time sheets, and managing workflow within the office so that all work is produced timely and accurately.
2. Perform local accounting functions including direct payments of certain local expenses, managing the Firm’s imprest account, managing the petty cash account and preparation of 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.
3. Oversee and coordinate activities with the Marketing department to see that needs of the office and firm-wide marketing objectives are met (i.e., assist with local annual workshops, management of marketing database, attorney bios etc.)
4. Administration of the local office facilities including landlord relations, building services and the acquisition of appropriate furniture and fixtures.
5. Coordinate moving projects from one office space to another as needed.
6. Coordinate with local vendors to secure services for postage meters, carpet cleaners, etc. and, from time to time, compare pricing and services regarding selection of new vendors as needed. Purchase routine office supplies and approved office equipment.
7. Plan and execute office events and celebrations as needed. Ensure that all meetings and client events are set up properly and run smoothly. Coordinate with Administration on staff / attorney gift distribution at various times during the year.
8. Manage the stationary administration (i.e., business cards) ordering / facilitation process for the office and attorneys within the office with the Firm’s stationary vendor.
9. Participate in Monthly Office Manager calls for information dissemination / activity coordination of local office.

The ideal candidate will have experience working in a law firm setting in all of the primary job functions described above. 

Additionally, the Office Manager will demonstrate the following competencies:

·  Excellent customer service attitude and demeanor.

·  Concise and accurate verbal and written communication skills.

·  Flexibility with work hours and the willingness to pitch in and multi-task wherever and whenever needed.

·  Demonstrated project management skills including the ability to show initiative in problem solving when issues arise that need solutions.

·  Strong clerical skills including a thorough understanding of basic bookkeeping and proficiency in Microsoft Office and iManage (or equivalent document management program). Experience with CompuLaw, a plus.

·  Facilities management experience ranging from landlord relations to office maintenance and repair oversight.

Culture:

· Open-door work environments promoting collaboration and mentorship.

· Cooperation and support from all levels of Firm management.

· Firm Rankings & Accolades

Benefits:

· Paid Time Off (PTO), paid holidays including Juneteenth

· Group Medical, Dental, and Vision Insurance; Teladoc coverage for remote medical care

· Group Term Life Insurance

· 401(k) Savings Plan with % Match and a Profit-Sharing Plan

· Short-Term Disability

· Long-Term Disability

· Gym reimbursement

*These benefits are subject to change

Constangy, Brooks, Smith & Prophete LLP is an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including but not limited to selection, hiring, assignment, re-assignment, promotion, transfer, and compensation. Our Firm prohibits discrimination, harassment, or retaliation in employment based on race; color; religion; national origin; sex (including pregnancy); age; disability; genetic information, citizenship status; military service obligations; or any other category protected by applicable federal, state, or local law.

This position is NOT open for external submissions. Candidates may send materials/inquiries directly to our Recruiting Coordinator, Lauren Branch @LBranch@constangy.com

Constangy, Brooks, Smith & Prophete LLP is an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including but not limited to selection, hiring, assignment, re-assignment, promotion, transfer, and compensation. Our Firm prohibits discrimination, harassment, or retaliation in employment based on race; color; religion; national origin; sex (including pregnancy); age; disability; genetic information, citizenship status; military service obligations; or any other category protected by applicable federal, state, or local law.