Office Manager

ScienBizip P.C; Los Angeles (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Legal billing and trust accounting

Health, dental, and vision insurance

Paid time off and holidays

401(k) with company match

Job summary

ScienBizip P.C in Los Angeles seeks an experienced Office Manager to lead the administrative team, oversee operations, and support the attorneys in meeting client deadlines. You will supervise 2–3 staff, manage scheduling, and coordinate vendors and facilities to keep the firm running smoothly.

The role emphasizes hands-on leadership, process documentation, and cross-team collaboration across prosecution and litigation tasks. A bachelor’s degree or equivalent experience is preferred.

Qualifications

• 3+ years in office management, operations, or administrative leadership.

Responsibilities

• Directly supervise a team of administrative staff and manage workload.
• Own hiring, onboarding, and training processes.
• Coordinate workflows across prosecution and litigation teams.
• Manage front desk coverage and calendar coordination.
• Oversee vendor relationships, facilities, IT coordination, and supplies.
• Ensure confidentiality and retention practices; handle client/trust accounting support.

Skills

Office management

Staff supervision

Law firm experience

California wage-and-hour

Leadership

Microsoft Office

Docketing software

Education

Bachelor's degree preferred or equivalent experience

Tools

Microsoft Office

Docketing software

Job description

Run the day-to-day operations of the firm so the legal team can stay on client work and deadlines. This role is the operational backbone of a patent practice — leading the administrative team, managing vendors and facilities, and owning the business infrastructure that sits underneath prosecution and litigation work. You will be the person the support staff reports to and the person the attorneys rely on to keep the office running without being asked. This is a hands-on role: you will lead the team and also cover the desk when the team is short.

Team Leadership and Staff Supervision

• Directly supervise a team of 2–3 administrative and support staff, including reception, legal assistants, filing and docketing support.
• Assign and balance daily workload across the team; reallocate coverage when filing deadlines or trial dates cluster.
• Set schedules and ensure continuous coverage of the front desk, incoming USPTO and court correspondence, and month-end billing.
• Own hiring for administrative roles: draft postings, screen candidates, coordinate interviews, check references, and make recommendations to the Managing Attorney.
• Run onboarding and training for new administrative hires; maintain written desk procedures so that no function depends on a single person's memory.
• Build cross-training and backup coverage across the support team so vacations and absences do not create deadline risk.
• Serve as first point of escalation for staff questions and interpersonal issues; escalate to the Managing Attorney where appropriate.
• Partner with attorneys to align support-staff assignments with practice priorities and workload.

General Office Operations

• Own day-to-day office administration and coordinate workflows across the prosecution and litigation teams.
• Serve as primary contact for vendors, building management, and service providers.
• Manage supplies, equipment, IT coordination, and facility upkeep.
• Coordinate attorney calendars, conference rooms, meetings, and firm events.

Finance, HR, and Compliance

• Assist with payroll, client billing, expense reports, and AP/AR alongside accounting and outside vendors.
• Support client trust accounting practices and records in coordination with firm counsel and accountants.
• Support onboarding, personnel records, benefits administration, and office policy.
• Handle confidential client and employee information with discretion; maintain document retention and confidentiality practices.
• Manage malpractice insurance renewals and business licensing.

Qualifications

• [3]+ years in office management, operations, or administrative leadership.
• [2]+ years supervising administrative or support staff, including scheduling, training, and performance management. Experience leading a small team in a professional services setting is more relevant than managing a large one.
• Law firm or professional services experience strongly preferred; IP practice experience is a significant plus.
• Working knowledge of California wage-and-hour requirements for non-exempt employees — meal and rest breaks, overtime, and timekeeping.
• Strong leadership, organizational, and multitasking skills; comfortable owning competing deadlines.
• Proficiency in Microsoft Office; familiarity with legal practice management or docketing software a plus.
• Bachelor's degree preferred, or equivalent experience.

Preferred

• Legal billing and trust accounting knowledge.
• HR, onboarding, or benefits administration experience.
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match