Office Manager

Hecker Fink LLP; Washington (District of Columbia); On-site; USD 125,000 - 140,000; Full time

Job summary

Hecker Fink LLP, a DC-based litigation-focused law firm, seeks an Office Manager to lead the Washington, DC office operations as part of the Office Administration team.

The role requires a senior, hands-on professional to supervise staff, manage facilities, coordinate vendor relations, and support HR and IT onboarding while ensuring security and confidentiality in a demanding legal environment. The position is onsite in DC with standard business hours.

Qualifications

• At least seven years of relevant work experience in office administration or related roles.
• Strong command of MS Office Suite (Outlook, Word, PowerPoint) and general office operations.
• Excellent communication, attention to detail, and organizational skills.
• Ability to maintain confidentiality and work under tight deadlines with professionalism.

Responsibilities

• Supervise DC-based office administration staff and coordinate across the firm.
• Oversee DC office space planning, maintenance, and renovations.
• Serve as liaison with building management on facilities and renovations.
• Manage seating charts, new hire workstation assignments, and office equipment issues.
• Support emergency response, disaster recovery, and business-continuity planning.
• Oversee office supplies and vendor relationships; maintain approved vendor lists.
• Collaborate with Human Resources to ensure compliance notices in offices.
• Provide training for lawyers and staff on office procedures and equipment usage.
• Assist onboarding of new hires with IT setup and space preparation.
• Arrange internal and external events in the firm’s office.

Skills

Clear communication

Attention to detail

Organization

Project management

Ownership and initiative

Teamwork

Tools

MS Office Suite

Outlook

Word

PowerPoint

Job description

Hecker Fink LLP is currently accepting applications for an Office Manager to oversee Washington DC office activities and operations and be a key member of the Firm’s Office Administration team. The successful candidate will serve as an in-person resource in our DC office and will contribute to a diverse range of functions—with significant room to take initiative and play an impactful role in continuing to build our successful and growing organization.

Hecker Fink LLP brings together a high-stakes, cutting-edge litigation practice serving clients across a wide range of practice areas, including commercial litigation, white-collar criminal defense and internal investigations, employment and discrimination, and complex regulatory and securities matters. The firm has also built a pioneering public interest practice geared to the great and urgent challenges of our time.

Since our founding, we have achieved tremendous success and growth, and we seek motivated and talented professionals to join our team.

Responsibilities:

• Supervise DC-based office administration staff, dividing responsibilities to ensure performance and managing absences. Coordinate closely with the firm’s NY Office Administrator to ensure seamless and consistent office operations across the firm.
• Oversee DC office space planning, maintenance, and renovations.
• Serve as a primary liaison with building management (e.g., with respect to facilities, maintenance issues, tenant meetings, renovations).
• Ensure accuracy of office seating charts, assigning workstations to new hires and circulating updated charts as needed (e.g., with each new hire).
• Troubleshoot issues with phones, computers, copiers, and other office equipment (in tandem with the Chief Information Officer and his team); monitor leases and usage of office equipment; and interact with repair vendors as needed.
• Serve as a primary team member on the firm’s emergency response, disaster recovery, and business-continuity planning task force.
• Oversee monitoring and ordering of office supplies.
• Develop and maintain Firm’s list of preferred vendors and coordinate with office-related vendors (e.g., delivery and shredding services).
• Coordinate with Human Resources to ensure that compliance notices are posted in all Firm offices where necessary / appropriate.
• Deliver office administration‑related training for lawyers and staff (e.g., in how to use office equipment, how to request supplies, how to request a conference room, other how‑to‑use‑the‑office topics) and training for office staff in office‑related procedures (e.g., in how to request building passes, how to reserve and set up conference rooms).
• Help implement the firm’s records management policies and procedures, including retention, protection, retrieval, transfer, and disposal of records, working with Firm’s Managing Clerk, Director of Case Management and Deputy General Counsel to ensure compliance with best practices for recordkeeping.
• Assist with onboarding new hires by ensuring IT set up and otherwise prepare office space.
• Arrange internal and external events in the firm’s office as directed.

Qualifications:

The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Education and Experience: At least seven years of relevant work experience in the areas of responsibility outlined above.
• Knowledge and Skills: You have a solid understanding of MS Office Suite including Outlook, Word and PowerPoint. You have a strong understanding of office administrative operations.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and possess the ability to multi‑task with ease. You are able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a “no job too big, no job too small” attitude, and take a collaborative, team‑focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You work well both independently and on a team and are able to establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.

In addition, the successful candidate will be based in the DC area and will be available to work onsite in our DC office from 9:00 a.m. – 6:00 p.m. Monday through Friday.

Compensation:

The expected base salary for this role ranges from $125,000 - $140,000 and is dependent on experience.

Additional Information:

You must be fully vaccinated against COVID-19 by your hire date to be eligible for starting in the role.

Hecker Fink LLP is committed to fostering a workplace in which individuals from all backgrounds are welcomed, treated with respect, and given every opportunity to contribute, develop, lead, and reach their highest potential. As an equal opportunity employer, it is the Firm’s policy to ensure all employment decisions are made without discrimination based on race, color, religion or religious belief, sex, sexual orientation, gender identity/expression, national origin, immigration or citizenship status, disability, age, military or veteran status, marital status or civil partnership status, pregnancy or related medical conditions, or any other basis protected by federal, state or local civil rights law, ordinance or regulation. This policy applies to recruiting, hiring, placement, leaves of absence, compensation and all other terms and conditions of employment. Hecker Fink provides reasonable accommodation to qualified individuals with a disability in compliance with applicable laws and regulations. Please note that applicants must be authorized to work in the United States. All qualified applicants are encouraged to apply.

If you require a reasonable accommodation to access job openings or apply for a job on our website, please submit a request for an accommodation or assistance by contacting [e-mail].