Office Manager

Run the day-to-day operations of the firm so the legal team can stay on client work and deadlines. This role is the operational backbone of a patent practice — leading the administrative team, managing vendors and facilities, and owning the business infrastructure that sits underneath prosecution and litigation work. You will be the person the support staff reports to and the person the attorneys rely on to keep the office running without being asked.

This is a hands-on role: you will lead the team and also cover the desk when the team is short.

• Directly supervise a team of 2–3 administrative and support staff, including reception, legal assistants, filing and docketing support.
• Assign and balance daily workload across the team; reallocate coverage when filing deadlines or trial dates cluster.
• Set schedules and ensure continuous coverage of the front desk, incoming USPTO and court correspondence, and month-end billing.
• Own hiring for administrative roles: draft postings, screen candidates, coordinate interviews, check references, and make recommendations to the Managing Attorney.
• Run onboarding and training for new administrative hires; maintain written desk procedures so that no function depends on a single person's memory.
• Build cross-training and backup coverage across the support team so vacations and absences do not create deadline risk.
• Serve as first point of escalation for staff questions and interpersonal issues; escalate to the Managing Attorney where appropriate.
• Partner with attorneys to align support-staff assignments with practice priorities and workload.

• Own day-to-day office administration and coordinate workflows across the prosecution and litigation teams.
• Serve as primary contact for vendors, building management, and service providers.
• Manage supplies, equipment, IT coordination, and facility upkeep.
• Coordinate attorney calendars, conference rooms, meetings, and firm events.

• Assist with payroll, client billing, expense reports, and AP/AR alongside accounting and outside vendors.
• Support client trust accounting practices and records in coordination with firm counsel and accountants.
• Support onboarding, personnel records, benefits administration, and office policy.
• Handle confidential client and employee information with discretion; maintain document retention and confidentiality practices.
• Manage malpractice insurance renewals and business licensing.

• [3]+ years in office management, operations, or administrative leadership.
• [2]+ years supervising administrative or support staff, including scheduling, training, and performance management. Experience leading a small team in a professional services setting is more relevant than managing a large one.
• Law firm or professional services experience strongly preferred; IP practice experience is a significant plus.
• Working knowledge of California wage-and-hour requirements for non-exempt employees — meal and rest breaks, overtime, and timekeeping.
• Strong leadership, organizational, and multitasking skills; comfortable owning competing deadlines.
• Proficiency in Microsoft Office; familiarity with legal practice management or docketing software a plus.
• Bachelor's degree preferred, or equivalent experience.

• Legal billing and trust accounting knowledge.
• HR, onboarding, or benefits administration experience.
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match