Regional Office Manager

Job Description

Job Description

Job Summary

The Regional Office Manager/Regional Office Administrator oversees the daily operations of the Philadelphia, Newark, and Princeton offices. The role is responsible for leading administrative personnel and staffing, managing office operations and facilities, and partnering with central departments to implement firm-wide policies and initiatives. This position is critical to maintaining effective attorney support, consistent administrative practices, and responsive leadership across the assigned offices.

Key Responsibilities

Directly supervise legal practice assistants, legal assistants, receptionists, project assistants, and other administrative personnel in the assigned offices.

Provide on-site supervision of Records, Information Technology, Accounting, Billing, Collections, Business Development, and Facilities personnel in coordination with the appropriate departmental directors and managers.

Ensure appropriate staffing levels, monitor workloads and overtime, evaluate attorney support needs, and recommend staffing adjustments when necessary.

Recruit legal practice assistants and other administrative personnel in accordance with Human Resources processes.

Administer the firm’s Performance Evaluation Process (PEP) for non-lawyer personnel in accordance with Human Resources guidelines and procedures.

Support onboarding, transfers, and departures by coordinating required paperwork, conducting orientation, and completing exit interviews as appropriate.

Serve as the first point of contact for personnel matters, including leaves of absence, counseling, personal concerns, corrective action, and terminations; promptly consult the Director of Human Resources and other departmental leaders as required.

Review and approve non-attorney staff time records and time-off requests, and maintain accurate tracking.

Manage or oversee office events and meetings, including occasional after-hours business development events.

Coordinate support for attorneys in Facilities, Practice Development, Information Technology, Marketing, and Human Resources matters.

Manage facility operations, including building security, office assignments, office moves, maintenance, and supplies, in coordination with the corporate Facilities Department when needed.

Monitor and oversee on-site Ricoh Office Services, where applicable.

Schedule and monitor training for attorneys and non-attorney staff in partnership with the appropriate firm departments.

Oversee records operations in coordination with the Manager of Records & Information Services.

Manage or oversee local operating accounts, including check preparation, account reconciliation, and reporting to the corporate Accounting Department.

Assist with client billing, collections, and legal recruiting activities when needed.

Immediately report personnel-related concerns to the Director of Human Resources.

Immediately report and assess Business Continuity and Disaster Recovery events with designated firm leaders and manage the Local Crisis Management Team (LCMT).

Travel as required and perform other duties assigned in support of firm and office objectives.

Minimum Education & Experience Requirements

Bachelor’s degree in Business Administration, Human Resources, or a related discipline required.

Five or more years of managerial experience required; experience overseeing multiple locations is preferred.

Prior management or supervisory experience in a professional services environment required.

Law firm or corporate legal department experience strongly preferred.

Demonstrated knowledge of standard Human Resources practices and procedures required.

Special Requirements

Position is based in the Philadelphia office.

Travel to the Newark and Princeton, New Jersey offices is required at least twice per quarter and more frequently as business needs require.

Availability for occasional after-hours business development events, emergency response, and business continuity matters is required.

Must exercise and maintain a high level of confidentiality in sensitive personnel, business, and client-related matters.

No specific professional certification, license, or registration is required.

Knowledge, Skills, and Abilities

Strong knowledge of Human Resources practices, employee relations, performance management, onboarding, corrective action, and related procedures.

Proven ability to lead administrative teams, balance workloads, monitor overtime, and support attorneys across multiple offices.

Professional written and verbal communication skills, including the ability to write, read, and interpret business documents.

Sound judgment, discretion, and the ability to manage confidential and sensitive matters.

Strong analytical and problem-solving skills, including the ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to apply advanced mathematical concepts, including probability, percentages, and ratios.

Proficiency with Microsoft Office applications.

Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

Ability to collaborate effectively with attorneys, managing partners, office personnel, and centralized business-service departments.

Adaptability and composure when responding to employee-relations matters, facilities issues, emergencies, and changing operational priorities.

Additional Desired Characteristics

Experience managing administrative operations across multiple offices or locations.

Law firm leadership experience and familiarity with attorney-support models.

Experience with local operating accounts, account reconciliation, billing, collections, facilities, records, and vendor oversight.

Experience coordinating training, office events, crisis response, and business continuity activities.

Collaborative leadership style with the ability to implement firm-wide initiatives while responding to local office needs.

Work Environment

Professional law firm office environment based in Philadelphia, Pennsylvania.

Regular in-person collaboration with attorneys, administrative staff, managing partners, and centralized departments.

Travel to Newark and Princeton, New Jersey at least twice per quarter, with additional travel as needed.

Occasional evening or after-hours work may be required for business development events, emergencies, or continuity response.

The source posting does not identify this position as remote or hybrid.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Other duties may be assigned as needed to support the firm's goals and objectives.