Office Manager

Job Description

Job Description

Salary:

Most people notice when an office is disorganized.

The best Office Managers create an environment where no one notices anything at allbecause everything simply works.

At Zinda Law Group, we are looking for an Office Manager who takes tremendous pride in creating an exceptional workplace experience for our employees, clients, and visitors. This person will own the day-to-day operation of our office environment and ensure every detail is handled with excellence, urgency, and care.

This is not a desk job.

This is a highly visible leadership role for someone who enjoys being in the middle of the action, solving problems, coordinating people, improving systems, and ensuring our office consistently operates at a world-class level.

You will oversee facilities, vendors, office services, reception operations, administrative support staff, workplace projects, and employee experience initiatives. You will serve as the person who notices what others miss and fixes issues before they become problems.

If you are the type of person who straightens a crooked picture frame, notices when a conference room is not presentation-ready, and gets satisfaction from creating order out of chaos, we want to meet you.

About Zinda Law Group

Zinda Law Group is a rapidly growing, elite personal injury law firm with offices across the Southwest.

Our clients come to us after some of the most difficult moments of their lives, and our team works tirelessly to help them rebuild and move forward.

We believe every employee deserves the opportunity to build a fulfilling career while doing meaningful work. We strive to create an environment where great people can do the best work of their careers.

We're ambitious, innovative, and constantly improving. We move quickly, embrace technology, and hold ourselves to a high standard of excellence.

What You'll Do

Own the Workplace Experience

• Ensure the office consistently operates at a high level of professionalism and organization
• Create an environment where employees, clients, and visitors feel welcomed and cared for
• Conduct daily walkthroughs to ensure all spaces are clean, organized, stocked, and functioning properly
• Identify and resolve issues before they impact employees or clients
• Maintain exceptional standards for appearance, cleanliness, and functionality throughout the office

Facilities Management

• Serve as the primary point of contact with building management
• Own all facility-related issues, including HVAC, plumbing, electrical, lighting, security, access control, appliances, internet, and maintenance
• Coordinate repairs, service calls, inspections, and preventative maintenance
• Manage office access, keys, badges, visitor procedures, and building security
• Conduct regular facility inspections and proactively identify maintenance concerns

Vendor Management

• Manage relationships with janitorial, maintenance, landscaping, security, furniture, and office service vendors
• Hold vendors accountable for quality, responsiveness, and service levels
• Negotiate contracts and service agreements
• Review invoices and ensure services are delivered as expected
• Identify opportunities to improve service while controlling costs

Administrative Team Leadership

• Supervise and support the Receptionist and Administrative Assistant
• Establish clear expectations and accountability
• Provide coaching, feedback, and performance management
• Ensure seamless front desk coverage and exceptional client service
• Be able to perform every task within the team to ensure coverage is maintained at all times

Meeting & Event Coordination

• Ensure conference rooms are consistently presentation-ready
• Coordinate office meetings, leadership meetings, onboarding sessions, training events, and firm gatherings
• Oversee room setup, catering, technology, and logistics
• Support firm culture initiatives and employee recognition events

Office Operations

• Manage office supply inventory and purchasing
• Oversee furniture, equipment, and workplace assets
• Coordinate office moves, workspace setup, and office improvement projects
• Partner with IT to ensure office technology functions properly
• Support onboarding and offboarding logistics

Continuous Improvement

• Build systems that make the office run more efficiently
• Improve processes, eliminate friction, and solve recurring problems
• Look for opportunities to elevate the employee and client experience
• Bring new ideas and recommendations to leadership

What Success Looks Like

Six months from now:

• Employees consistently describe the office as organized, professional, and well-run
• Clients and visitors have an exceptional first impression
• Facility issues are resolved quickly and rarely escalate
• Conference rooms, kitchens, breakrooms, and common areas are consistently ready for use
• Vendors are responsive and held accountable
• Administrative staff are performing at a high level
• Leadership spends little to no time dealing with office-related issues because they are proactively handled

What We're Looking For

• 5+ years of office management, workplace operations, facilities management, hospitality management, or similar experience
• Experience managing vendors, contractors, and building management companies
• Experience supervising administrative or support staff
• Strong project management and organizational skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities without dropping details
• Strong problem-solving and decision-making abilities
• Comfortable working independently and taking ownership
• High level of professionalism and discretion
• Proficiency with Microsoft Office and modern workplace technology
• Ability to lift up to 25 pounds when needed

Professional services, hospitality, luxury retail, property management, hotel operations, or law firm experience is highly preferred.

Who You Are

You are the type of person who:

• Notices details others overlook
• Takes pride in creating beautiful, organized spaces
• Gets satisfaction from solving problems quickly
• Holds yourself to exceptionally high standards
• Thrives in fast-paced environments
• Loves bringing order to complexity
• Follows through relentlessly
• Anticipates needs before people ask
• Treats every employee and visitor like an important guest
• Believes excellence is found in the small details

You don't wait for problems to be assigned.

You see them, own them, and solve them.

Zinda Law Group is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other protected status as required by applicable law.

By submitting this application, I understand Zinda Law Group may use review publicly available information about me in order to assess my suitability for employment.