Office Manager

Hartford, CT

Department: Administration

Reports to: Director of Human Resources and Director of Office Services 

General Description:

Manages the business functions and overall operations of the Hartford and Stamford offices, including budget, Human Resources administration, facilities; manages department coordinators in conjunction with firm directors and Office Managing Partner.  Identifies and plans for changing needs of the office by working with firm directors and Office Managing Partner and contributes to cost effective management within the office.

Essential Functions

Human Resource Management

• Support Staff:  recruitment, process new hires, performance evaluation, compensation, counseling, termination, job descriptions, orientation, training and development including work productivity and quality control
• Legal Staff:  coordinate Hartford and Stamford orientation and training
• Practice Groups:  provide guidance and advice to practice group heads regarding staffing and other requirements to meet attorney and client needs
• Office Functions:  coordinate staff, attorney and client events
• Coordinate Support Services Outsourcing
  • EEO/Affirmative Action Coordinator: analyze compensation, applicant flow, selection process, and reports to management.

• Oversee and coordinate Records and Library needs in conjunction with Newark Directors 

Financial Management

• Prepare annual budget; monitor expenditures and prepare variance analysis
• Maintain headcount and ratio information
• Approve and monitor accounts payable and reimbursement requests
• Track expenses throughout the year for analysis and year-end reports
• Negotiate vendor proposals
• Manage Operating Accounts

Facilities Management

• Coordinate space planning and design, lease negotiations, and office renovations
• Purchasing and inventory control of equipment and supplies
• Oversee photocopy, scanning, printing, video conferencing and other technologies
• Liaison with building management: cleaning, engineering, etc.
• Assist with telecommunications purchases and upgrades
• Inventory and ordering of furniture and maintenance of same 

Marketing Committee

• Committee member
• Coordinate agenda, requests, and budget
• Coordinate needs for sponsorships (ads, logos, etc.)

Firm-Wide Responsibilities

• Implementation of policies and procedures
• Communication with Chief Operating Officer and Departmental Director’s where necessary 

Special Projects

• Special projects as directed by the Chief Operating Officer or Office Managing Partner

Minimum Qualifications

Training and Experience

Qualified applicants for this opportunity will possess:

• Undergraduate degree preferred
• Experience in management essential
• Experience managing business operations including planning, financial and budgeting, personnel administration and management of professionals

Knowledge, Skills and Abilities

• Identify and analyze issues and recommend and implement solutions
• Manage office functions economically and efficiently
• Meet changing lawyer needs to provide outstanding client service
• Organize and prioritize work
• Ability to lead and motivate staff
• Strong interpersonal and communication skills with staff and lawyers
• Strong leadership skills
• Written and oral communications
• Ability to delegate and manage projects
• Develop and keep accurate records
• Responsive to requests and meets deadlines

Note:   While the list of essential duties is intended to be as inclusive as possible, there may be other duties, which are essential to particular positions within the class.