Office Manager

Jimerson Birr, P.A.; Jacksonville (FL); On-site; USD 52,000 - 78,000; Full time

Job summary

Jimerson Birr, P.A. in Jacksonville, FL seeks a highly organized Office Manager to oversee the day-to-day operations at our headquarters.

You will be the first contact for clients and visitors, manage reception, facilities, vendors, and employee support, ensuring a smooth, welcoming workplace for attorneys, staff, and clients. You will conduct regular safety and maintenance activities, lead space planning, coordinate events, and support HR and IT on onboarding, access, and technology

Qualifications

• 3+ years of experience in office management or facilities coordination.
• Phone and reception experience, ideally in a law firm or professional services.
• Valid driver's license and reliable transportation for courthouse/delivery runs.
• Strong organizational, problem-solving, and attention to detail.
• Excellent communication and customer service skills.

Responsibilities

• Run the Facilities: conduct regular inspections to meet safety, cleanliness, and operational standards.
• Manage building and equipment maintenance, scheduling repairs, and coordinating with vendors.
• Lead office space planning, moves, furniture setup, and meeting room allocation.
• Oversee inventory management for office and maintenance supplies; ensure cost-effective purchasing.
• Champion environmental and sustainability initiatives and update safety protocols.
• Maintain emergency plans and evacuation procedures; conduct daily walkthroughs.
• Monitor entry and security systems to greet and direct clients, vendors, and process servers.
• Deliver Events and Logistics: oversee meetings and team-building logistics; support A/V setup.

Skills

Reception experience

Organizational skills

Communication skills

Customer service

Multitasking

Microsoft Office

Tools

Litify

Talkdesk

Job description

Office Manager

Department: Accounting and Finance

Employment Type: Full Time

Location: Jacksonville, Florida

Description

At Jimerson Birr, our team has accepted the lasting responsibility of protecting our clients' rights, businesses, properties, investments, and finances.

Our professionals are integral, trusted advisers and advocates in both established and emerging businesses, giving our clients insights into legal and business considerations that guide prudent decision-making. We work with some of the world's most respected and well-established businesses, as well as start-up visionaries, and individuals looking to overcome challenges.

About the Role

We're hiring a highly organized and proactive Office Manager to oversee the day-to-day operations of our state-of-the-art Jacksonville headquarters. You'll be the firm's first point of contact for clients and guests, and the person who keeps the office running smoothly behind the scenes. You'll handle reception, phones, facilities, vendors, employee support, and workplace logistics. Your job is to make sure our attorneys, staff, and clients experience a well-functioning, efficient, and welcoming workplace every day.

This is your seat if:

• You take pride in being the first impression clients and guests have of the firm.
• You'd rather prevent a problem with a morning walkthrough than fix it in the middle of a client meeting.
• You can juggle phones, vendors, deliveries, and event setup without letting details slip.
• You like building simple, repeatable systems for supplies, maintenance, and logistics.
• You're equally comfortable greeting a client, coordinating a contractor, and making a courthouse run.

What You'll Do

Run the Facilities

• Conduct regular inspections to ensure the office meets safety, cleanliness, and operational standards.
• Manage building and equipment maintenance, including scheduling repairs, tracking work orders, and coordinating with vendors and contractors.
• Lead office space planning, including moves, furniture setup, workspace organization, and allocation of meeting rooms.
• Oversee inventory management for office and maintenance supplies, ensuring cost-effective purchasing and adequate stock.
• Champion environmental and sustainability initiatives, including energy efficiency and similar programs.
• Maintain and update emergency preparedness plans, safety protocols, and evacuation procedures.
• Conduct daily opening and closing walkthroughs to ensure refreshment areas are stocked, A/V displays are operational, and the office is secured at the end of the day.
• Monitor building entry and security camera systems to greet and direct arriving clients, vendors, and process servers.

Deliver Events and Logistics

• Oversee logistics for company meetings, cultural events, and team-building activities.
• Manage workspace and furniture reconfigurations to accommodate events or organizational needs.
• Ensure seamless A/V setup and technical support for internal and client-facing events.
• Maintain an organized, professional, and welcoming environment across communal areas.
• Perform courier runs, including courthouse filings, binder deliveries, and package drop-offs.

Support the Office and Our People

• Manage the front desk and visitor reception to create a positive first impression for clients and guests.
• Answer and route incoming firm calls and potential new client (PNC) inquiries using the firm's phone system (Talkdesk).
• Oversee mail handling, supply procurement, and vendor relationships to support employee needs.
• Provide document scanning and upload support for attorneys within the firm's case management system (Litify).
• Partner with HR and IT on onboarding and offboarding, including desk setup, security access, and technology coordination.
• Organize and execute employee engagement activities and office-wide meetings.
• Support executive leadership with other duties and responsibilities as needed.

What You'll Bring

• 3+ years of experience in office management, facilities coordination, or workplace operations
• Phone and reception experience, preferably in a law firm or professional services setting
• A valid driver's license and reliable transportation for courthouse and delivery runs
• Strong organizational and problem-solving skills with keen attention to detail
• Excellent communication, interpersonal, and customer service skills
• Ability to manage multiple projects and prioritize in a fast-paced environment
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to lift and move light to moderate office furniture and supplies as needed

Preferred Qualifications

• Familiarity with Litify, Talkdesk, or similar legal and phone systems
• Experience with office management or facilities software
• Prior experience supporting a law firm or professional services office

Why Join Jimerson Birr?

You’ll run a workplace designed with productivity and employee experience in mind:

• A modern fitness center and wellness spaces
• Event and recreational areas to host team-building and client events
• A cutting-edge auditorium with integrated A/V technology
• Energy-efficient design, including solar panels and sustainability initiatives
• Open, flexible workspaces with ergonomic furniture and collaborative breakout areas

Join a dynamic team that values professional growth and excellence in service. We offer competitive compensation, professional development opportunities, and a supportive work environment dedicated to fostering your success.

We've found that the key to doing great work is to love what you do and respect who you do it with. To continue reading about our firm, visit our website: Jimerson Birr

Our atmosphere and award-winning firm culture is collegial and professional, and our shared commitment to professional development is superior to our contemporaries. Learn more about our firm culture here: JB Firm Culture: JB FOR ME

WHY APPLY?

You’ll get a Challenging Opportunity with a Company that Cares About Its Most Valuable Asset: YOU! At Jimerson Birr, we pride ourselves on our people and their collective achievements. Besides our list of legal industry honors, in 2021 and for the seventh consecutive year, the firm was named one of Florida's "Best Companies to Work For" by Florida Trend Magazine. In recent years, the firm was also distinguished as one of the "Best Places to Work" by the Jacksonville Business Journal and five times as one of the "50 Fastest Growing Companies." Opportunities abound for those who can meet and exceed the expectations set for our team. Jimerson Birr is comprised of high-performing and professionally fulfilled people. We believe that a positive attitude, personal accountability, and a commitment to quality work will put a talented person on a fast track for success. Our atmosphere and award-winning firm culture are collegial and professional, and our shared commitment to professional development is superior to our contemporaries.

Our core values are simple: Commitment to service; Commitment to quality; Commitment to results. We live our core values, and we welcome you to live them with us.