Office Manager

Chapman & Cutler; City of Niagara Falls (NY); Hybride; USD 140 000 - 165 000; Plein temps

Résumé du poste

Chapman and Cutler LLP in New York is seeking an Office Manager to oversee the day-to-day administrative, facilities, and support services for the New York office, with direct support to individual attorneys. The role requires in-office presence but offers flexibility for some remote work.

The position includes supervising administrative staff, coordinating meetings, onboarding/offboarding with HR, handling Accounts Payable, and managing vendor contracts to ensure smooth operations for a premier

Qualifications

• 65+ wpm typing and strong spelling/grammar.
• Project management and organizational skills.
• Ability to support firm events outside normal hours.
• Discretion with confidential information.
• Effective communication with diverse clients and staff.
• People-management across in-office, hybrid and remote work.
• Team-oriented and collaborative.
• Strong MS Office and productivity tools.
• Commitment to information security protocols.

Responsabilités

• Directly supervise administrative and support staff, set priorities and schedules.
• Provide staff training, coaching, feedback, and evaluations.
• Maintain office calendar and coordinate meetings for staff and visiting attorneys.
• Coordinate onboarding/offboarding with HR and Talent Development.
• Manage Accounts Payable and liaise with Finance and Billing departments.
• Oversee vendor contracts, supplies, and office facilities.

Connaissances

Typing 65 wpm

Project management

Organizational skills

On-site support

Discretion

Communication

People management

Teamwork

MS Office

Security protocols

Description du poste

Chapman and Cutler LLP is seeking to hire an Office Manager for the New York office. The Office Manager performs a variety of administrative duties while also providing support to the New York office and its attorneys. The Office Manager's responsibilities will include the day-to-day administrative, facilities, and support-services operations of the New York office, along with providing direct administrative support to individual attorneys. The position requires an in-office presence but includes flexibility for some remote work.

The responsibilities of the Office Manager will include, but are not limited to:

• Directly supervises administrative and support staff, including setting work priorities and coverage schedules; monitors workload and attendance; reviews and approves timesheets.
• Provides administrative and support staff training, coaching, feedback, and performance evaluations.
• Maintains office calendar; schedules internal office and staff meetings; ensures offices for visiting attorneys, staff, and clients are set up.
• Meets biweekly with Office Leaders to review office status and set the agenda for the monthly NY office meeting.
• Coordinates bimonthly meetings with the Administrative Assistants and Office Leaders.
• Coordinates attorney visits to other firm offices, ensuring office assignments and technology needs are in place.
• Organizes office-wide training, development, pro bono, and social events in coordination with Office Leaders.
• Organizes office-wide client events in coordination with Office Leaders and the Marketing Department (including the annual holiday party).
• Coordinates onboarding of new hires and offboarding of departures, etc., with the Human Resources and Talent Development departments and the Office Leaders.
• Works with on-site vendor staff to manage mail and package delivery services and copy room services; reports issues/concerns to Office Leaders and the Director of Office Services/Facilities Management.
• Maintains inventory and orders general office supplies and snacks, working with vendor and Director of Office Services/Facilities Management.
• Oversees file room organization and maintenance and coordinates with the off-site storage vendor.
• Oversees ER/safety supplies, equipment, and protocols; performs duties of ER Floor Warden; participates in ER/safety planning.
• Acts as liaison between building management, the New York Office, and Firmwide Office Services.
• Works with Firmwide Finance and Client Billing departments to handle Accounts Payable for general office invoices and matter-specific invoices.
• Reviews monthly rent, cleaning, and on-site copy center vendor invoices prior to processing for payment; follows up with building management on invoice discrepancies; keeps the Director of Office Services/Facilities Management informed of any discrepancies or special charges.
• Tracks and monitors discretionary spending vs. the New York Office budget; reviews unexpected expenses with Office Leaders; makes recommendations for increases or decreases for yearly budget planning.
• Coordinates other New York office vendor contracts; liaises with appropriate Firmwide departments that oversee specific vendors.
• Receives clients and visitors; maintains good public relations with clients and others; observes confidentiality of the attorney-client relationship.
• Assists with individual partner business development and/or travel requests (in conjunction with the Marketing Department).
• Handles other special requests that require special instructions.
• Assists and provides support in other areas of administrative and attorney support.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Must have excellent typing skills (65+ wpm), spelling, grammar, and punctuation skills
• Must have excellent project management and organizational skills and attention to detail, including prior experience organizing and prioritizing numerous tasks and completing them under time constraints
• Must be available to provide on-site or off-site support for firm or client functions and special events that may occur outside of normal business hours
• Must be able to juggle multiple deadlines and handle confidential and sensitive information with discretion
• Must be able to communicate effectively with a diverse group of clients, attorneys, and staff and provide information in person or by phone with courtesy and tact
• Must have demonstrated people-management skills, including the ability to lead, support, and develop a diverse team across in-office, hybrid, and remote work environments
• Must be oriented toward teamwork
• Must have strong computer skills, including knowledge of Microsoft Office and other productivity tools
• Committed to following all Firm security protocols and maintaining information security

In accordance with the New York Pay Transparency Law, the expected salary range for this New York position is $140,000-$165,000. The benefits overview for this position is available for review at the below link.

Benefits Overview

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.