Office Manager & Calendar Clerk

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.

Responsibilities

Mail Processing

• Manage daily incoming and outgoing mail for the office


• Process and distribute court mail promptly, ensuring time-sensitive filings and notices reach the appropriate attorney or paralegal without delay


• Maintain accurate logs/tracking of incoming legal correspondence as needed

Court Calendar Management

• Maintain and update the firm's court calendar, tracking hearing dates, filing deadlines, and other critical dates across all active matters


• Cross-reference incoming court mail against the calendar to ensure new deadlines are captured accurately and promptly


• Send timely reminders/alerts to attorneys and staff regarding upcoming deadlines and appearances


• Coordinate calendar updates with attorneys and paralegals to avoid scheduling conflicts


• Maintain a master tracking system (calendar software, docketing system, or shared calendar) for firm-wide visibility

Office Operations

• Serve as primary point of contact for building management and office vendors (e.g., cleaning, maintenance, office supplies, equipment servicing)


• Coordinate vendor scheduling, service requests, and troubleshoot facility issues


• Develop and manage a PTO coverage plan to ensure adequate front-desk/office support during staff absences


• Review and route PTO requests for approval, maintaining accurate records of staff schedules


• Order and maintain office supplies and equipment

Attorney & Case Support

• Assist attorneys with the initial response to new matters, including client intake coordination and preliminary organization of case materials


• Serve as backup for file opening procedures, ensuring new matters are properly logged and set up in the firm's file management system


• Support attorneys and paralegals with general administrative needs as they arise

Qualifications

• Prior experience in office management and legal administration - law office experience preferred, but not required


• At least 3 years of experience in law firms or legal environments


• Strong organizational skills with high attention to detail, especially regarding deadlines


• Prior experience managing court calendars or complex calendars with strict deadlines


• Excellent communication skills with professional demeanor and proven ability to maintain confidentiality/sensitive data handling


• Knowledge of NYSCEF/EDDS filing systems and litigation processes.


• Ability to pass applicable background and reference checks.


• Willingness to work onsite 5 days a week

Compensation & Benefits

• Competitive salary based on experience.


• Bonus eligibility based on performance.


• Health, retirement, and paid time off benefits.