Office Supervisor

Summit Health; New York (NY); Hybrid; USD 120,000 - 155,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401K program

Paid time off

Job summary

Buchanan Ingersoll & Rooney is seeking an experienced Regional Office Manager to supervise administrative operations across Washington, DC; Charlotte, NC; and New York, NY. The role reports to HR leadership, oversees staffing, onboarding, and office procedures, and requires travel among offices.

Qualifications include a Bachelor's degree in Business Administration or related field and at least three years of managerial experience; law firm experience is preferred.

Qualifications

• Bachelor's degree in Business Administration, Human Resources or related discipline.
• Three or more years of managerial experience.
• Law firm or legal department experience preferred; strong HR knowledge.

Responsibilities

• Direct supervision of administrative staff and office professionals across assigned offices.
• Oversee staffing, workloads, overtime, and personnel planning in collaboration with HR.
• Recruitment, onboarding, and exit processes for office personnel.
• administer Performance Evaluation Process in line with HR guidelines.
• Manage time tracking, time-off approvals, and attendance reporting.
• Coordinate office events, meetings, and facilities-related activities.
• Oversee records, IT, billing coordination and client-related processes where applicable.
• Support business continuity planning and travel between offices as needed.

Skills

People management

Communication skills

Confidentiality

Multitasking

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office

Job description

Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients.

We are currently seeking an experienced Regional Office Manager for our Washington D.C., Charlotte, NC and New York, NY offices. This position is based out of Washington, DC, but is responsible for overseeing the Charlotte and New York offices. Occasional travel between offices is required. This position will oversee and manage daily office administration and operations and work collaboratively with central Human Resources, Finance, Facilities, IT, and Business Development departments to implement firm-wide initiatives, policies and/or procedures in the assigned offices. The Regional Office Manager reports to the Director of Human Resources and the Managing Shareholders of the assigned offices.

Essential Duties and Responsibilities

• Direct supervision of legal practice assistants, receptionists, project assistants and other business professionals, as needed, in the assigned office(s). On-site supervision of business professionals such as Records, Information Technology, Accounting, Billing, Collections, Business Development or Facilities in conjunction with departmental directors/managers.
• Ensure proper staffing, monitor workloads and overtime. Continuously review attorney support needs/staffing goals of the Firm and make recommendations to increase or decrease personnel, as necessary.
• Recruitment of legal practice assistants, and various administrative personnel in accordance with Human Resources processes.
• Administration of the Firm's PEP (Performance Evaluation Process) for business professionals in accordance with Human Resources guidelines and procedures.
• Assist with the onboarding and exiting processes by collecting any paperwork from new hires/transfers/terminations in conjunction with Human Resources established procedures. Conduct orientation of new hires/transfers and exit interviews of terminated employees, as appropriate.
• Responsible, as first point of contact, for all personnel issues, including leaves of absence, counseling issues, personnel issues and corrective actions, up to and including terminations. Seek appropriate guidance from the Director of Human Resources, Chief Talent Officer, Office of General Counsel and work with departmental directors/managers for guidance and next step determinations.
• Oversight and approval of business professionals' time tracking, as well as review, approve and track all requests for time off.
• Manage or oversee the coordination of office events and meetings, which may include after-hours business development events.
• Handle all aspects of facility maintenance, including building security, office assignments, office moves and supplies, working with corporate Facilities Department, if necessary.
• Monitor and oversee onsite Ricoh Office Services, if applicable.
• Schedule and monitor training sessions (as requested and needed) for attorneys and business professionals in conjunction with the appropriate Firm department.
• Oversee records operations, in conjunction with Manager of Records & Information Services.
• May be involved in client collections and/or client billing in conjunction with the corporate Billing and Collections Departments.
• Responsible for immediate reporting and assessing of all Business Continuity/Disaster Recovery events to the Chief Talent Officer, Chief Operating Officer, Chief Information Officer and Director of Facilities. Manages the Local Crisis Management Team (LCMT).
• Travel as required.
• Responsible for other duties as may be assigned.

Required Qualifications

• Bachelor's degree in Business Administration, Human Resources or related discipline.
• Three or more years of managerial experience required.
• Experience in law firm or legal department strongly preferred.
• Strong knowledge of standard Human Resources practices and procedures.
• Professional written and verbal communication skills.
• Ability to write, read, and interpret business documents.
• Ability to exercise and maintain a high level confidentiality.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Proficiency with Microsoft Office applications.
• Ability to organize and manage multiple priorities and deadlines.

Benefits

• Insurance Medical
• Dental
• Vision
• 401K program
• Retirement Savings Program
• Generous Paid Time Off
• Paid Holidays
• WorkWell wellness program
• Caregiving assistance with Bright Horizons
• Firm-wide emergency assistance fund
• Available Hybrid schedule

We are an Equal Opportunity Employer. Pay: $120,000 - 155,000 annually. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.