Office Manager

Founded in 1856, Harris Beach and its subsidiaries provide a full range of legal and professional services for clients across New York state, as well as nationally and internationally. Harris Beach is among the country’s top law firms as ranked by The National Law Journal. Clients include Fortune 100 corporations, privately-held companies, emerging businesses, public sector entities, not-for-profit organizations and individuals. Principal industries Harris Beach represents include education, energy, financial, food and beverage, health care, insurance, manufacturing, medical and life sciences, real estate developers, and state and local governments and authorities. The firm’s more than 200 lawyers practice among offices throughout New York state in Albany, Buffalo, Ithaca, New York City, Rochester, Saratoga Springs, Syracuse, Uniondale, Washington, D.C. and White Plains, as well as in New Haven, Connecticut and Newark, New Jersey.

Location: New York City & White Plains 

Description: This position is responsible for the management of staff administration and multiple business aspects of the local (New York City and White Plains) offices of a mid-size, multi-site law firm. Collaborates with various departments (HR, Facilities, IT, Business Development, Finance, etc.) to manage firm objectives.

Responsibilities: 

• General management of law firm practice offices


• Assist with the continued growth of the office/presence and lateral integrations


• Manage (in concert with attorneys) 15+ employees, including workflow, admin assignments, performance management, etc.


• Personnel administration including lead recruitment and interview candidates, onboarding and training, performance review analysis and benefits coordination


• Manage and administer the NYC commuter benefit program

• Coordinate paralegal and associate reviews and recruiting 


• Organize and facilitate all open enrollment local meetings


• Coordinate the performance review process for associates, coordinate and lead the performance review process for all NYC/WP staff


• Coordinate the local recruiting efforts and summer associate program

• Budget administration including capital, daily operating and equipment expenditures, staff compensation, and income projections


• Effectuate team building of administrative, general support and departmental staff


• Coordinate security, computer, and telephone server systems with appropriate personnel


• Oversee all office expenses including credit card use, vendor invoices, rent statements, and work orders


• Maintain and reconcile monthly petty cash


• Interim progress reporting to senior management


• Lead staff development and training programs


• Oversee workflow processes and identify and address process improvements including staffing coverage issues


• Review and approve staff timecards and entry changes 


• Coordinate office and social events


• Contribute to and act as project leader on initiatives and firm-wide projects as needed


• Generally facilitate any and all attorney and staff needs


• Enhance own professional growth and development through participation in educational programs


• Understand and comply with all applicable Firm policies, procedures, values, and philosophies

• Actively participate in Office Manager and Administrative Leadership Meetings


• Cross-train with Finance, Operations, and Facilities groups to provide backup coverage


• Maintain and expand knowledge and understanding of existing and proposed federal and state laws/regulations affecting human resources management


• Identify trends impacting organizational objectives and operational resources


• Practice and promote firm policies, values, and culture


• Promote and champion changes to policies and procedures


• Assist with other duties as needed

Qualifications: 

• Bachelor’s Degree preferred


• Experience managing all aspects of a professional services office; experience managing a law firm or professional services firm preferred


• Minimum 5+ years’ business and supervisory experience


• Must be able to occasionally travel to other office locations firm-wide with a vast majority focused downstate in the New York City and Westchester areas; ability to travel to upstate offices on occasion


• Interpersonal skills necessary in order to maintain effective relationships with partners, attorneys, clients, and staff in person, by e-mail and telephone to manage staff and facilitate individual and group meetings as well as office operations


• Demonstrates the ability to apply the principles of continuous improvement and performance management


• Must demonstrate excellent oral and written communication skills including the ability to develop appropriate and timely correspondence


• Must possess excellent organization and time management skills


• Must be able to function effectively in a fast-paced, team-oriented environment


• Advanced PC skills – Word, Excel, Outlook,  HRIS knowledge a plus


• Excellent client service and listening skills


• Strong analytical skills and the ability to multitask


• Ability to work with diverse personalities within various levels of the organization


• Exercises sound independent judgment under minimal direct supervision


• Ability to manage time efficiently and work independently as well as coordinate with a team


• Military experience welcome

Harris Beach is committed to an inclusive environment and we welcome applications from diverse candidates with varied backgrounds and skills, including military experience. Harris Beach PLLC is an Equal Opportunity Employer.

Salary information below will vary depending upon relevant experience for the position and geographic locations.  

The firm’s policy prohibiting unlawful discrimination applies to all aspects of employment, including hiring, placement, assignment of duties, training, promotion, compensation & benefits and termination. It is the policy of Harris Beach PLLC that all applicants and employees enjoy a positive, respectful and productive work environment, free from behavior, actions or language constituting unlawful harassment. Accordingly, harassment or discrimination of any kind based on an individual’s race or color, sex, age, religion, national origin, marital status, disability, military status, genetic predisposition, carrier status, sexual orientation, citizenship status, creed, domestic violence victim status or any other legally protected status is strictly prohibited. Harris Beach complies with the provisions of the Human Rights Law, all other State and Federal statutory and constitutional non-discrimination provisions including non-discrimination on the basis of prior criminal conviction and prior arrest.