Office Manager

Department: Accounting and Finance

Employment Type: Full Time

Location: Jacksonville, Florida

Description

• You take pride in being the first impression clients and guests have of the firm.
• You'd rather prevent a problem with a morning walkthrough than fix it in the middle of a client meeting.
• You can juggle phones, vendors, deliveries, and event setup without letting details slip.
• You like building simple, repeatable systems for supplies, maintenance, and logistics.
• You're equally comfortable greeting a client, coordinating a contractor, and making a courthouse run.

Key Responsibilities

• Conduct regular inspections to ensure the office meets safety, cleanliness, and operational standards.
• Manage building and equipment maintenance, including scheduling repairs, tracking work orders, and coordinating with vendors and contractors.
• Lead office space planning, including moves, furniture setup, workspace organization, and allocation of meeting rooms.
• Oversee inventory management for office and maintenance supplies, ensuring cost-effective purchasing and adequate stock.
• Champion environmental and sustainability initiatives, including energy efficiency and similar programs.
• Maintain and update emergency preparedness plans, safety protocols, and evacuation procedures.
• Conduct daily opening and closing walkthroughs to ensure refreshment areas are stocked, A/V displays are operational, and the office is secured at the end of the day.
• Monitor building entry and security camera systems to greet and direct arriving clients, vendors, and process servers.

• Oversee logistics for company meetings, cultural events, and team-building activities.
• Manage workspace and furniture reconfigurations to accommodate events or organizational needs.
• Ensure seamless A/V setup and technical support for internal and client-facing events.
• Maintain an organized, professional, and welcoming environment across communal areas.
• Perform courier runs, including courthouse filings, binder deliveries, and package drop-offs.

• Manage the front desk and visitor reception to create a positive first impression for clients and guests.
• Answer and route incoming firm calls and potential new client (PNC) inquiries using the firm's phone system (Talkdesk).
• Oversee mail handling, supply procurement, and vendor relationships to support employee needs.
• Provide document scanning and upload support for attorneys within the firm's case management system (Litify).
• Partner with HR and IT on onboarding and offboarding, including desk setup, security access, and technology coordination.
• Organize and execute employee engagement activities and office-wide meetings.
• Support executive leadership with other duties and responsibilities as needed.

• Bill — Enabling Production: Keep the office, equipment, and logistics running so attorneys and staff can stay focused on client work without interruption.
• Build — Process, Facilities & Technology: Create and maintain reliable systems for maintenance, inventory, events, and A/V so the office runs the same high-quality way every day.
• Bridge — Clients & People: Serve as the welcoming first point of contact for clients and guests, and connect employees with HR, IT, and vendors for a seamless workplace experience.

Skills, Knowledge and Expertise

• 3+ years of experience in office management, facilities coordination, or workplace operations
• Phone and reception experience, preferably in a law firm or professional services setting
• A valid driver's license and reliable transportation for courthouse and delivery runs
• Strong organizational and problem-solving skills with keen attention to detail
• Excellent communication, interpersonal, and customer service skills
• Ability to manage multiple projects and prioritize in a fast-paced environment
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to lift and move light to moderate office furniture and supplies as needed

• Familiarity with Litify, Talkdesk, or similar legal and phone systems
• Experience with office management or facilities software
• Prior experience supporting a law firm or professional services office

Benefits

• A modern fitness center and wellness spaces
• Event and recreational areas to host team-building and client events
• A cutting-edge auditorium with integrated A/V technology
• Energy-efficient design, including solar panels and sustainability initiatives
• Open, flexible workspaces with ergonomic furniture and collaborative breakout areas