Office Manager

About Armstrong Teasdale: For more than a century, Armstrong Teasdale has forged long-term relationships with clients large and small around the globe. Since our founding in 1901, we have grown to be one of the 200 largest law firms in the U.S. Our mission statement—“Always exceed expectations through teamwork and excellent client service”— carries through everything we do. We embrace the following values: integrity, teamwork, entrepreneurship, investment, celebration, perspective, accomplishment and inclusiveness. Reports To: Senior Manager of Office Operations and the Office Managing Attorney Summary Description: The Office Manager oversees the day-to-day administrative operations of the office, including human resources, financial and accounting support, facilities management, and staff and attorney support. The role requires effective communication with Firm leadership and a strong focus on ensuring adherence to the Firm’s values, mission, and policies while supporting the needs of office personnel. Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. TEAM MANAGEMENT The Office Manager oversees the legal business professionals in their office, in partnership with human resources and the practice group office manager. In addition to the office business professionals, office managers lead a functional team, such as the firm’s administrative assistants. The primary goal of management is to drive results, engagement, and efficiencies amongst the teams. FACILITIES AND OPERATIONS The Office Manager supports the Office Managing Attorney in overseeing the overall management of the office’s physical facilities and related operations. Responsibilities include, but are not limited to, coordinating communications with the office’s landlord and when directed, acting as the primary liaison with building management. The role also involves assisting with office space planning, managing renovations or tenant improvements as needed, assisting with office moves, overseeing office furniture and equipment, and supporting compliance with the Firm’s workspace guidelines to ensure an efficient and functional work environment. The Office Manager collaborates with the Firm’s Service Center to oversee mail processing, manage office and breakroom supply ordering and inventory, and track and input client charges. The role also includes managing office equipment operations such as copiers, fax machines, and postage systems, ensuring proper maintenance, updates, and supply levels to support efficient office operations. HUMAN RESOURCES The Office Manager provides local support to the human resources department. Responsibilities include interviewing prospective office business professionals, assisting with onboarding by being the local point of contact, focusing on staff development, as well as managing PTO, coverage schedules, and personnel meetings. The role also involves monitoring office morale, addressing staffing needs and concerns, supporting policy implementation, and recommending solutions that promote effective operations and a positive work environment. ACCOUNTING/FINANCIAL The Office Manager works closely with the Firm’s Finance leaders and the Office Managing Attorney to support the office’s financial planning and management. Responsibilities include maintaining financial plans, assisting with the development and implementation of the annual office budget, tracking client charges, and supporting client billing and collections processes. ATTORNEY ASSISTANCE The Office Manager is responsible for performing or coordinating the performance of a wide range of administrative tasks and ensuring the consistent delivery of administrative support to attorneys and other timekeepers, particularly in situations where assigned staff are absent or unavailable. This may include temporarily assuming or coordinating secretarial, receptionist, paralegal, and general administrative duties to ensure continuity of operations within the office. INFORMATION TECHNOLOGY The Office Manager should possess a working knowledge of office technology systems including computers, video conferencing, and phone systems, and provide general on-site technical support to attorneys and staff in collaboration with the IT department. Responsibilities include coordinating meeting setups, assisting with basic troubleshooting, supporting equipment setup and replacement (with approval), maintaining backup equipment inventory, and facilitating Help Desk requests to ensure smooth office operations. MARKETING AND BUSINESS DEVELOPMENT The Office Manager supports attorneys and the Marketing and Business Development teams in promoting the Firm’s legal services, client development efforts, and community engagement initiatives. The role also includes assisting with the planning and coordination of firm-sponsored events, social functions, and continuing education programs within the office. RECORDS MANAGEMENT The Office Manager maintains familiarity with law firm file organization and works in partnership with the Records Management Department to support file maintenance. Responsibilities include assisting with file closing, organizing and transferring files for attorneys and clients during transitions, and ensuring accurate records and indexing of all file-related activities. Decision Making – Identifies issues and is able to make quick, proper decisions with, at times, limited information; understands the correct stakeholders to partner with as well Communication – Shares information by using data and information to support an argument or point of view; keeps team informed about progress and problems; avoids surprises and understands the appropriate level of confidentiality required Leadership – Gives positive and constructive feedback to peers; trains new employees; finds solutions to problems; works autonomously and is motivated to anticipate future business needs Continuous Learning – Identifies self-training needs and opportunities; focuses on team development and training needs; positively accepts changes Teamwork – Actively participates in the team and can provide feedback and solutions; listens and responds constructively to others’ concerns; leads office team Alignment to Values – Consistently demonstrates the Firm's values and offers constructive feedback to team members regarding the values; strives to learn more and participate in diversity and inclusion efforts; demonstrates respect by understanding and providing support Qualifications: Education : High school diploma or equivalent; Bachelor’s degree preferred Licenses and/or Certifications : N/A Experience : 2+ years prior experience in office administration and management; 3+ years of experience in the management of non-exempt employees in the legal environment and/or a paralegal certificate preferred Work Model: This role follows an onsite work arrangement and requires a regular onsite presence of at least five (5) days per week in the Firm’s Miami office. Supervisory Responsibility: Yes Physical Activity : The employee will be required to sit for prolonged periods and work on a computer. Travel Required: Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. EEO Statement: Armstrong Teasdale is an equal opportunity employer and will make all employment decisions without regard to race, color, religion, national origin, ancestry, age, sex, pregnancy, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status or other protected status, in accordance with federal, state and local laws. At Armstrong Teasdale, we define diversity and inclusion broadly and focus on helping professionals of all races, religions, national origins, gender identities, ethnicities, sexual orientations and physical abilities feel a sense of belonging. Diversity and inclusion are core values of the firm, and we recognize the richness they bring to our workplace. #J-18808-Ljbffr Armstrong Teasdale