We are seeking an organized, detail-oriented Office Manager to support the daily office operations. This role is central to keeping the office running smoothly - from mail processing to vendor coordination to supporting attorneys with case intake and court deadlines. The ideal candidate is proactive, discreet, and comfortable managing multiple priorities in a fast-paced environment. This role is 5 days a week onsite for our rapidly growing firm.
Mail Processing
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Manage daily incoming and outgoing mail for the office
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Process and distribute court mail promptly, ensuring time-sensitive filings and notices reach the appropriate attorney or paralegal without delay
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Maintain accurate logs/tracking of incoming legal correspondence as needed
Court Calendar Management
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Maintain and update the firm's court calendar, tracking hearing dates, filing deadlines, and other critical dates across all active matters
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Cross-reference incoming court mail against the calendar to ensure new deadlines are captured accurately and promptly
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Send timely reminders/alerts to attorneys and staff regarding upcoming deadlines and appearances
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Coordinate calendar updates with attorneys and paralegals to avoid scheduling conflicts
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Maintain a master tracking system (calendar software, docketing system, or shared calendar) for firm-wide visibility
Office Operations
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Serve as primary point of contact for building management and office vendors (e.g., cleaning, maintenance, office supplies, equipment servicing)
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Coordinate vendor scheduling, service requests, and troubleshoot facility issues
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Develop and manage a PTO coverage plan to ensure adequate front-desk/office support during staff absences
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Review and route PTO requests for approval, maintaining accurate records of staff schedules
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Order and maintain office supplies and equipment
AttorneyCase Support
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Assist attorneys with the initial response to new matters, including client intake coordination and preliminary organization of case materials
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Serve as backup for file opening procedures, ensuring new matters are properly logged and set up in the firm's file management system
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Support attorneys and paralegals with general administrative needs as they arise
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Prior experience in office management and legal administration - law office experience preferred, but not required
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At least 3 years of experience in law firms or legal environments
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Strong organizational skills with high attention to detail, especially regarding deadlines
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Prior experience managing court calendars or complex calendars with strict deadlines
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Excellent communication skills with professional demeanor and proven ability to maintain confidentiality/sensitive data handling
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Knowledge of NYSCEF/EDDS filing systems and litigation processes.
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Ability to pass applicable background and reference checks.
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Willingness to work onsite 5 days a week
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Competitive salary based on experience.
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Bonus eligibility based on performance.
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Health, retirement, and paid time off benefits.
