Assistant Office Manager

This range is provided by BANA LAW. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$60,000.00/yr - $70,000.00/yr

Direct message the job poster from BANA LAW

The Office Manager Assistant is responsible for the comprehensive administration, coordination, and oversight of the firm’s office, facilities, and administrative functions. This position requires a high level of professionalism, discretion, and judgment, as well as the ability to manage complex tasks with accuracy and efficiency. The Office Manager ensures that all office functions and processes are conducted in a manner that supports the firm’s legal practice, protects confidential information, and promotes a secure, well‑maintained, and service‑oriented professional environment.

The Office Manager is responsible for the “things.”

• Oversee the procurement, inventory control, and maintenance of office supplies, equipment, furnishings, and kitchen provisions, ensuring uninterrupted operations and readiness of all firm resources.
• Serve as the primary internal contact for information technology concerns; conduct preliminary troubleshooting and escape matters to external IT providers in accordance with established protocols.
• Act as the firm’s liaison to building management, security personnel, maintenance contractors, and other service providers regarding facility maintenance, safety compliance, and operational requirements.
• Manage parking assignments for staff, clients, and visitors; maintain accurate records and ensure adherence to building and firm policies.
• Facilitate building access for clients, guests, vendors, candidates, and employees by coordinating with building security to issue temporary or permanent access credentials, maintaining proper documentation, and ensuring compliance with security protocols.
• Enforce office security procedures, including key and access card control, alarm management, surveillance coordination, and maintenance of related records.
• Develop, implement, and maintain policies, procedures, and administrative workflows to support efficient, compliant, and orderly office operations.
• Coordinate firm events, staff gatherings, holiday décor, and other internal activities as directed by firm leadership. This may be transferred to HR.
• Perform and oversee business‑related errands, including but not limited to bank deposits, courier services, procurement of materials, and delivery or retrieval of documents essential to the firm’s operations.
• Conduct additional office‑related errands, deliveries, and material distribution necessary to support daily business functions.
• Assist the reception function by answering and directing telephone calls, managing caller inquiries, handling messages, and ensuring ongoing coverage during staff absences, breaks, or peak periods.
• Coordinate non‑HR onboarding and offboarding procedures, including preparation of workstations, coordination with IT and building security, and issuance or retrieval of firm equipment, credentials, and access systems.
• Prepare internal correspondence, memoranda, administrative notices, and meeting materials as assigned.
• Maintain administrative calendars, deadlines, subscription renewals, and recurring operational reminders.

• Prepare conference rooms for client meetings, mediations, depositions, attorney presentations, and other legal or administrative proceedings, ensuring availability of required technology, documentation, and amenities.
• Coordinate the preparation and scheduling of conference rooms for attorney and staff interviews, including room configuration, material preparation, and coordination of building access for candidates.
• Provide comprehensive hospitality and guest‑services support to clients, witnesses, vendors, interview candidates, and other visitors, ensuring a professional, confidential, and service‑oriented experience.
• Oversee the delivery of refreshments, accommodations, and related hospitality services in accordance with firm standards of professionalism and client care.
• Manage all conference‑room scheduling to…