Office Manager

Garza Law Firm; Knoxville (TN); On-site; USD 50,000 - 65,000; Full time

Job summary

A leading law firm in Knoxville is seeking an Office Manager to oversee administrative operations and facility management. This role involves coordinating office functions, vendor management, and supporting executive teams. The ideal candidate will have management experience, strong negotiation skills, and proficiency in Microsoft Office, particularly Excel. Join a dynamic team focused on maintaining high professional standards and ensuring efficient office operations.

Qualifications

• 1-3 years management experience in legal or professional services.
• Strong vendor management and negotiation skills.

Responsibilities

• Oversee facilities and maintenance operations.
• Manage procurement and inventory of office supplies.
• Coordinate administrative support functions.

Skills

Vendor Management

Negotiation

Communication

Education

Bachelor's degree

Tools

Microsoft Office Suite

Excel

Job description

The Garza Law Firm’s Office Manager is responsible for the administrative operations and facility management of the firm’s office locations. This role is not part of the executive team but works closely with leadership to execute tactical and logistical initiatives across the firm. The Office Manager ensures that office functions—including facilities, supplies, vendor management, and administrative support—run smoothly and efficiently in alignment with the firm’s professional standards.

The Office Manager does not have the authority to practice law, give legal advice, or set strategy on a per-case/per-client basis (unless the person filling this position is an attorney-in-good-standing).

Requirements

Responsibilities

• Facilities & Office Management: Oversee all facilities and maintenance operations, including cleaning services, repairs, and office condition standards. Act as liaison with third-party building management firms to address infrastructure and space needs. Work closely with the executive team on office space planning, including staff placement, layout, and future expansion. Lead and coordinate with office moves, renovations, and other infrastructure projects. Monitor and coordinate office security systems, including oversight of ADT, alarm systems, and access controls.
• Vendor & Equipment Oversight: Serve as key point of contact for third-party technical and phone support vendors. Oversee contracts and service relationships for copiers, printers, and related equipment. Be a point of contact to assist in getting vendor contracts and work with the Owner to coordinate negotiations.
• Procurement & Inventory: Manage procurement and inventory of office supplies and equipment. Ensure consistent availability and cost efficiency across all locations.
• Administrative Support Operations: Coordinate firm-wide administrative support functions and develop standardized procedures. Support executive and legal teams with scheduling, travel logistics, and event coordination.
• Onboarding & Cross-Functional Support: Coordinate with IT and HR for onboarding planning of new hires, workspace setup, and access to systems and equipment.

Work Experience

Required

• Minimum of 1-3 years of management experience, preferably in a legal or professional services setting.
• Strong vendor management and negotiation skills, particularly related to facilities, security, and office equipment.
• Mastery of Microsoft Office Suite products with high proficiency in Excel formulas and reporting; experience with security systems, copier management platforms, and procurement processes.
• Professional discretion when handling confidential or sensitive information.

Preferred

• Reporting and executive-level presentation capabilities.

Education / Qualifications / Success Traits

Required

• Bachelor’s degree and/or a mix of secondary education and experience.
• Experience coordinating multi-office or multi-location operations.
• Demonstrated ability to manage multiple priorities and projects with strong attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Able to work collaboratively across departments and with all levels of staff.

Success Measures

• % variance from monthly/annual administrative-related expenses.
• Average time to resolve facility or maintenance issues.
• YoY savings through negotiation and optimization efforts.