Multi-Location Office Operations Manager

Gottlieb and Greenspan; Fair Lawn (NJ); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Medical Insurance (employer paid)

Dental Insurance (employer paid)

Vision Insurance (employer paid)

401(k)

Profit Sharing

Cash Balance Plan

PTO & Paid Holidays

Team-focused culture

Job summary

Gottlieb & Greenspan, a growing law firm specializing in healthcare reimbursement litigation, seeks an organized Office Operations Manager to oversee Paramus and Fair Lawn offices. Lead daily operations, vendor management, and workplace services to deliver an exceptional employee and client experience.

You will develop scalable processes, manage budgets, and drive continuous improvement across facilities, admin, and systems.

Qualifications

• 5+ years of experience in office management, office operations, workplace services, or business administration.
• Experience managing multiple office locations preferred.
• Strong organizational and project management skills.
• Experience managing vendors, service providers, and operational budgets.
• Proven ability to build processes, document procedures, and improve workflows.
• Strong customer service mindset with a focus on employee and client experience.
• Ability to manage competing priorities in a fast-paced environment.
• Excellent communication, problem-solving, and relationship-building skills.
• High attention to detail and strong follow-through.
• Ability to work onsite Monday through Friday.

Responsibilities

• Own the day-to-day operation of the Paramus and Fair Lawn offices.
• Ensure a professional, organized, and welcoming environment for employees, clients, candidates, and visitors.
• Oversee reception and front-of-house operations across locations.
• Manage conference room operations, scheduling support, and meeting readiness.
• Coordinate office communications, workplace announcements, and operational updates.
• Support employee engagement initiatives, office events, celebrations, and firm-sponsored activities.
• Partner with department leaders to address office operational needs and improve workplace effectiveness.
• Serve as the primary point of contact for office vendors and service providers.
• Manage relationships with building management, cleaning services, office suppliers, courier services, and workplace vendors.
• Monitor vendor performance, service quality, and contract compliance.
• Coordinate vendor onboarding, renewals, and issue resolution.
• Assist with budgeting, purchasing decisions, and cost management initiatives.
• Oversee facility maintenance and building-related issues across both locations.
• Coordinate repairs, preventative maintenance, and workplace improvements.
• Ensure offices remain safe, clean, secure, and fully operational.
• Partner with building management on access control, safety, and workplace concerns.
• Support office reconfigurations, workspace planning, and office moves as needed.
• Manage procurement, inventory, and replenishment of office supplies and consumables.
• Establish inventory controls, par levels, labeling systems, and organizational standards.
• Oversee office equipment including copiers, phones, furniture, and breakroom equipment.
• Coordinate equipment servicing, repairs, replacements, and vendor support.
• Identify opportunities for cost savings and operational efficiencies.
• Administer RingCentral, including user setup, changes, troubleshooting coordination, and training.
• Maintain operational resources, directories, and office documentation.
• Partner with HR, IT, Finance, and firm leadership on operational initiatives.
• Support onboarding logistics, office setup, and workplace readiness for new hires.
• Assist with implementation and adoption of workplace systems and tools.
• Develop and maintain standard operating procedures (SOPs) for core office functions.
• Create and manage daily, weekly, monthly, and annual operational workflows.
• Implement checklists, dashboards, tracking tools, and accountability measures.
• Drive continuous improvement initiatives focused on consistency, service quality, and scalability.
• Identify opportunities to automate administrative and operational processes.
• Manage business insurance programs and external broker relationships.
• Coordinate renewals, certificates of insurance (COIs), claims support, and documentation.
• Partner with Finance and HR on budgeting, reporting, and compliance requirements.

Skills

Project management

Customer service

Vendor management

Tools

RingCentral

Job description

Gottlieb & Greenspan, a growing law firm specializing in healthcare reimbursement litigation, seeks an organized Office Operations Manager to oversee Paramus and Fair Lawn offices. Lead daily operations, vendor management, and workplace services to deliver an exceptional employee and client experience.

You will develop scalable processes, manage budgets, and drive continuous improvement across facilities, admin, and systems.