Office Operations Manager - Law Firm

J&T; Madison (WI); On-site; USD 65,000 - 90,000; Full time

Job summary

J&T, based in Madison, seeks an Office Operations Manager to oversee facilities, office operations, and administrative support across all locations. You will supervise legal support staff and ensure high-quality support aligned with client service standards.

The ideal candidate has strong leadership and hands-on experience in legal support functions to effectively support staff throughout the organization.

Qualifications

• Experience as a legal assistant or paralegal is required.
• 1–2 years of supervisory or lead experience required.
• Progressive experience in legal operations or office management preferred.
• Education: Associate's or Bachelor's degree in related field preferred or equivalent experience.

Responsibilities

• Directly oversee legal assistants, paralegals, and office services staff, including hiring, onboarding, training, development, and performance management.
• Supervise staffing resources, workload distribution, coverage needs, and shifts in assignments.
• Serve as primary contact for attorneys to ensure effective support and alignment with practice group needs.
• Partner with leadership to provide coaching and career development opportunities for staff.
• Coordinate day-to-day tasks for Office Services staff and enforce best practices.
• Develop, enforce, and train staff and attorneys on workflows and standard operating procedures.
• Act as backup for legal assistants, paralegals, and Office Services positions.

Skills

Staff supervision

Legal operations

Office management

MS Office

Education

Bachelor's or Associate degree

Tools

LPM systems

Document management

MS Office

Productivity tools

Job description

Position Overview The Office Operations Manager is responsible for the oversight and day-to-day management of 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 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 organization.

Key Responsibilities

Staff Management

• Directly oversee legal assistants, paralegals, and office services staff, including hiring, onboarding, training, development, and performance management.

• Supervise the allocation of staffing resources, managing workload distribution, coverage needs (permanent and temporary requirements based on PTO/remote work), and shifts in assignments.

• Serve as a primary point of contact for attorneys to ensure effective support and alignment with practice group needs.

• Collaborate with leadership to provide coaching, mentoring, and career development opportunities for staff.

• Coordinate day-to-day tasks for Office Services staff, making operational decisions that promote efficiency.

• Work with the management team to develop, enforce, and train staff and attorneys on best practices, workflows, and standard operating procedures.

• Serve as a backup—and oversee the backup program—for legal assistants, paralegals, and Office Services positions.

Office Operations & Facilities Management

• Serve as the liaison for vendor relationships, including property management, cleaning, maintenance, and parking services.

• Coordinate facility needs across multiple office locations and monitor ongoing service requests through completion.

• Assist the Executive Director with cost center budget preparation by projecting expenses related to facilities, supplies, and services, while identifying and communicating budget variances.

• Oversee internal and external mail delivery operations.

• Partner with Human Resources to ensure compliance with applicable health, safety, and regulatory requirements.

• Oversee office supply inventory and purchasing, including negotiating prices and contracts with vendors and obtaining internal approval for new goods and services.

• Collaborate with leadership, HR, IT, Finance, and Practice Group Leaders to align operational strategies with organizational goals.

• Complete additional duties as assigned.

Qualifications

• Education: Associate's or Bachelor's degree in Business Administration, Legal Studies, Human Resources, or a related field preferred. An equivalent combination of education and relevant experience will be considered.

• Experience:

  • 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 preferred.

• Technical Skills: Demonstrated proficiency with legal practice management systems, document management software, Microsoft Office Suite, and business productivity tools.