We are looking for an Assistant Office Manager to help organize and coordinate administration duties and office procedures. Your role is to assist the Office Manager in creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Assistant Office Manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front Office Manager or Office Administrator would be an advantage.
Responsibilities
- Maintain master firm calendars, scheduling appointments, and deadlines.
- Schedule meetings and appointments
- Assist with client intake, initial onboarding, and basic status updates.
- Assist with preparing client invoices and following up on balances.
- Maintain the office condition and arrange necessary repairs
- Partner with HR to update and maintain office policies as necessary
- Coordinate with IT department on all office equipment
- Ensure that all items are invoiced and paid on time
- Provide general support to visitors
- Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services
- Plan in-house or off-site activities, like parties, celebrations and conferences
Skills
- College Degree Required
- Proven experience as an Office manager, Front office manager or Administrative Assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, SharePoint, etc.)
- Hands on experience with office machines
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- Employee discount
- Health insurance
- Paid time off
Education:
Experience:
- Law Firm: 2 years (Preferred)
- Microsoft Office: 5 years (Required)
Work Location: In person
