Office Manager & Chief Calendar Clerk

Job Title:

Office Manager

Location:

New York, NY (On-Site)

Job Type: Full-Time

Compensation: $50k – $70k (depending on experience)

We are a fast-paced litigation firm focused on insurance defense and related civil litigation across New York and New Jersey. Our attorneys rely on a strong administrative structure, efficient workflow, and organized office systems. We are seeking an experienced Office Manager who can oversee day-to-day operations and ensure the smooth functioning of our legal practice.

The Office Manager will be responsible for supervising administrative processes, managing office workflow, supporting the legal team, and ensuring that the firm’s operational needs are met. This role requires strong organizational skills, excellent communication, and the ability to coordinate with attorneys, staff, vendors, and court personnel. Prior experience in a law firm, especially litigation or insurance defense is highly preferred.

• Oversee daily office functions, workflow, and administrative procedures
• Manage incoming and outgoing mail, service of process, scanning, and document distribution
• Maintain office supplies, equipment, and vendor relationships
• Coordinate maintenance, IT support requests, and general office logistics
• Assist with onboarding and training administrative staff on filing procedures and office systems
• Support attorneys with administrative tasks including scheduling, filing, and document organization
• Ensure timely and accurate handling of NYSCEF, EDDS, and federal e-filing submissions (if needed)
• Maintain firm calendars, deadlines, and operational reminders
• Assist with client communications and coordination
• Support billing, invoicing, and time-entry processes
• Maintain organized case files, document databases, and administrative records
• Assist in ensuring compliance with firm policies and court expectations

• 3+ years of office management or legal administrative experience (law firm experience strongly preferred)
• Familiarity with litigation processes, NYS practice, and e-filing systems (NYSCEF, EDDS) is a plus
• Strong organizational, multitasking, and problem-solving abilities
  
  Excellent written and verbal communication skills
  
  Proficiency with legal and office software (CARET Legal, Net Documents, Microsoft Office, etc.)
• Ability to work efficiently in a fast-paced, deadline-driven environment

• Office management experience within an insurance defense or civil litigation firm
• Knowledge of case management systems, document management workflows, or billing software

Mid-Senior level