What are the responsibilities and job description for the Office Manager position at JMS Talent Acquisition LLC?
Overview :
An opportunity exists for an Office Manager in the Boston office if a global law firm. The person in this role will work closely with local leadership, ensuring smooth day-to-day operations. This individual will oversee the administrative and operational functions of the office, acting as the liaison between office leadership and firmwide departments. The Office Manager will be responsible for managing local functions across Administrative, Human Resources, Finance, Marketing, and Operations, ensuring compliance with firm policies, local regulations, and fostering a positive, collaborative work environment.
Responsibilities : Administration :
Foster a positive office culture and work environment, promoting effective communication and teamwork.
Design and implement office engagement programs (e.g., staff appreciation events, well-being initiatives, D&I activities, team gatherings, office lunches, holiday parties) to boost morale and encourage collaboration.
Serve as the liaison between office leadership, firmwide management, and employees, facilitating smooth communication and addressing administrative concerns.
Operations and Facilities :
Oversee office moves, construction projects, and refurbishments as needed.
Manage facility leases and vendor / service contracts, ensuring adherence to firm practices.
Coordinate with building management to maintain office safety and address facility maintenance needs.
Ensure compliance with safety, first aid, and disaster prevention programs according to local and federal requirements.
Oversee inventory management, procurement, and maintenance of office supplies, furniture, and equipment.
Lead sustainability, conservation, and recycling efforts within the office.
Human Resources :
Manage local professional staff and coordinate with outsourced entities when necessary.
Handle recruitment, onboarding, training, and employee evaluations, ensuring alignment with the firm's HR processes.
Work with firmwide Human Resources and Talent teams to maintain accurate employee records.
Administer incentive, evaluation, compensation, and benefits programs, ensuring compliance with internal policies and regulatory requirements.
Act as a liaison between management and employees, fostering a positive working relationship.
Finance & Accounting :
Monitor office expenses, track budget variances, and help prepare annual and revised budgets.
Assist local partners with billing and collections in collaboration with the billing team.
Qualifications :
A college degree or equivalent directly relevant experience.
At least three years of experience managing staff in a law firm or similar professional environment.
Proficiency in office software (Adobe, Time Entry, Chrome River, etc.) and Microsoft 365 Suite.
Experience using databases (e.g., viRecruit, UKG).
Ability to handle high-pressure situations while working effectively with staff and attorneys.
Familiarity with HR policies and procedures, including compliance with local, state, and federal employment laws.
Knowledge of legal terminology and standard legal procedures.
Strong administrative and research skills, with attention to detail.
Capability to multitask, manage multiple priorities, and meet deadlines.
Excellent leadership, problem-solving, and decision-making skills.
Demonstrated ability to handle confidential and sensitive information with discretion.
Proven ability to manage financial and budgetary data strategically.
Ability to work independently as well as within a team, maintaining flexibility to meet changing needs.
Exceptional communication skills, both verbal and written.
Strong organizational skills with the ability to work in a fast-paced, dynamic environment.
Flexibility to work additional hours when necessary to meet operational needs.
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