Office Operations Manager

Boardman & Clark LLP; Madison (WI); On-site; USD 70,000 - 100,000; Full time

Job summary

Boardman & Clark LLP seeks an Office Operations Manager in Madison to oversee facilities, office operations, and administrative support across all offices. The role leads legal support staff and coordinates with firm leadership to ensure high-quality, efficient service.

The ideal candidate will have hands-on experience in legal support functions, strong leadership, and the ability to implement best practices and training across the firm.

Qualifications

• Bachelor's or Associate degree preferred; 1–2 years supervisory experience.
• Prior experience in legal operations or office management is preferred.
• Proficiency with MS Office and practice management systems.

Responsibilities

• Oversee legal assistants, paralegals, and office staff; hire, onboard, train, and evaluate.
• Manage staffing resources, PTO, and work-from-home needs.
• Coordinate with attorneys to align support with practice group needs.
• Develop coaching and career development opportunities for staff.
• Oversee facilities, budgeting, supplies, and vendor contracts.
• Partner with leadership to implement best practices and SOPs.
• Provide training to staff and attorneys; back up Office Services roles.
• Perform other duties as assigned.

Skills

Staff supervision

Budgeting

Facilities management

Vendor management

Communication

Education

Bachelor's degree in Business Administration or related

Tools

MS Office

Job description

The Office Operations Manager is responsible for the oversight and day-to-day management of firm facilities, office operations, and administrative support functions across all office locations. This role supervises legal support staff and office services staff, ensuring efficient, high-quality support aligned with the firm’s operational and client service standards.

The ideal candidate brings strong leadership and hands-on experience in legal support functions, enabling them to effectively support staff throughout the firm.

Responsibilities

Staff Management

• Directly oversee legal assistants, paralegals, and office services staff. This may include hiring, onboarding, training, development, and performance management.
• Supervise the allocation of staffing resources, including workload distribution, staffing needs (permanent and temporary needs that may be based on PTO/work at home), and shifts in assignments.
• Serve as a point of contact for attorneys to ensure effective support and alignment with practice group needs.
• Work with firm leadership to develop and provide coaching, mentoring, and career development opportunities for staff.
• Coordinate the day-to-day tasks of Office Services staff; making decisions that aid in the efficient operation of the Firm.
• Work with management team to develop and enforce best practices, workflows, and standard operating procedures.
• Provide training to staff and attorneys throughout the Firm.
• Serve as a backup and oversee backup program for legal assistants and paralegals throughout the firm.
• Serve as backup for all positions within Office Services.

Office Operations & Facilities Management

• Coordinate facility needs for multiple office locations and monitor ongoing requests to ensure completion.
• Assist Executive Director in budget preparation for cost center by projecting expenses related to facilities, supplies, and services. Identify and communicate variances between actual spending and budgeted spending.
• Oversee mail and delivery operations including internal and external mail.
• Work with Human Resources to ensure compliance with applicable health, safety, and regulatory requirements.
• Oversee inventory and purchase of office supplies including negotiating prices and contracts with vendors and obtaining internal approval for new goods/services.
• Partner with firm leadership, HR, IT, Finance, and Practice Group Leaders to align operational strategies with firm goals.
• Complete other duties as assigned.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Legal Studies, Human Resources, or a related field is preferred. Equivalent combinations of education and relevant experience will be considered.
• Prior experience as a legal assistant and/or paralegal is required.
• 1-2 years of supervisory or lead experience required.
• Progressive experience in legal operations or office management is preferred.
• Demonstrated proficiency with legal practice management systems, document management software, Microsoft Office Suite, and other business productivity tools.