Administrative Manager

The Administrative Manager is responsible for overseeing all daily operations and administrative functions at the New Jersey satellite office of a multi-office law firm. This individual ensures the office runs smoothly, sets a leading example of office decorum and efficiency in alignment with firm policies and practices set by the main Uniondale office. The role includes staff supervision, office logistics, facilities coordination, and liaison with firm-wide departments.   Position reports to the: Office Managing Partner, Chief Operating Officer and Director of Human Resources   Key Responsibilities: Office Operations & Administration ·         Ensure smooth day-to-day operations of the New Jersey office. ·         Act as the primary point of contact for the satellite office to the main Uniondale office. ·         Implement and enforce firm-wide policies, procedures, and systems at the local level. ·         Maintain professional and organized office space; coordinate repairs and maintenance as needed with the firm’s Facilities Manager. ·         Oversee office supplies and equipment management, including purchasing and inventory control. ·         Working with the Senior Records Manager and the Records Assistant, ensure records and files (paper and digital) are maintained properly and securely. Staff Management & Support ·         Supervise administrative, clerical, and legal support staff in the New Jersey office. ·         Manage onboarding and training of new hires in the satellite office in conjunction with HR. ·         Coordinate staff schedules, PTO requests, and timekeeping processes. ·         Conduct regular staff meetings and provide ongoing performance feedback. ·         Support a productive, inclusive, and respectful office culture. Communication & Coordination ·         Serve as liaison between attorneys and administrative staff, working with the office managing partner to ensure operational needs are met. ·         Communicate regularly with the Uniondale office and other offices for consistent firm-wide operations. ·         Coordinate meetings, events, and conference room usage. ·         Handle internal communications and announcements at the office level. Technology & Systems ·         Liaise with IT department to ensure systems, software, and equipment are functioning properly. ·         Troubleshoot basic tech issues or escalate as needed. ·         Ensure compliance with firm technology protocols and data security policies. Financial Administration ·         Work with firm leadership and finance to manage local office expenses. ·         Within proper levels, review and approve invoices, vendor payments, and reimbursements for the office. ·         Assist with time entry compliance and billing deadlines for staff and attorneys. Compliance & Risk Management ·         Ensure the office complies with firm policies, professional conduct rules, and local laws. ·         Oversee office-level compliance training and documentation. ·         Serve as point of contact for any safety, emergency, or facility-related incidents.   Qualifications: ·         Bachelor’s degree in Business Administration, Management, or related field. ·         5 years of office management or administrative leadership experience, preferably in a law firm or professional services environment. ·         Strong leadership and interpersonal skills. ·         Excellent organizational and problem-solving abilities. ·         Proficiency in Microsoft Office Suite. ·         Familiarity with HR functions and financial processes in a law firm setting.   Congenial fast-paced environment, competitive salary and benefits. EOE.  Job Type: Full-timeThe annualized salary range for this position is $85,000 to $95,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

Salary : $85,000 - $95,000