Office Manager | Trusts & Estates Law Firm | Lindenhurst, NY

Sammartino & Sultan Law Group, a fast-growing trusts and estates law firm in Lindenhurst, New York, with a strong reputation and a high volume of clients, is hiring an experienced Office and Operations Manager to run daily office operations and own the systems, staff, and processes that keep the practice running. This is a firm that is still building and shaping its systems, and we're looking for someone who wants to grow with us and help establish the practice for the long term.

Job Type: Full-time, in-office

Schedule:
Monday through Friday, 9:00 a.m. to 5:00 p.m.

Location:
Lindenhurst, NY

This role is ideal for someone with strong office management experience who is ready to lead operations for a growing law firm. We're looking for a candidate who is genuinely committed to the work, takes pride in ownership, and is excited about helping a growing firm build strong systems as it expands. The Office and Operations Manager will manage the physical office, supervise administrative staff, oversee client intake and scheduling, and handle the financial and operational coordination for the practice.

• Partner Support & Liaison:
  • Operational Liaison:
    Act as the central point of contact and primary liaison between partners, associates, and administrative staff to ensure seamless communication and consistent workflow.
  • Protecting Partner Time:
    Proactively manage and filter daily operational tasks, administrative inquiries, and routine office matters to reduce interruptions and offload pressure from the partners, allowing them to focus exclusively on high-level legal work.
  • Support & Coordination:
    Serve as a proactive bridge between the team and the partners, ensuring leadership has the necessary information to resolve issues without becoming bogged down in routine administration.
• Office Operations:
  Manage facilities, supplies, equipment, technology, and vendor relationships; serve as the point of contact for building management, IT support, and vendors; own the office budget and flag cost-saving opportunities.
• Staff and Workflow:
  Supervise receptionists, paralegals, and administrative assistants, including scheduling and coverage; coordinate client intake, scheduling, file management, and document production; monitor deadlines and calendaring across the team; develop and modify job descriptions as needed to reflect evolving staff roles.
• Client Service:
  Serve as the point of contact for client inquiries and general correspondence; apply estate planning and probate knowledge to review files, flag missing documents, and answer procedural questions for staff.
• Records and Compliance:
  Maintain organized, confidential client and firm records; ensure compliance with firm policies and record retention procedures.
• Financial and Administrative Support:
  Support billing, timekeeping, and accounting coordination with the firm's bookkeeper; prepare materials and logistics for leadership meetings; handle special projects assigned by firm leadership.
• Process Improvement:
  Recommend changes to office procedures and workflows; bring ideas to leadership for building out systems as the firm continues to grow.

• Three to five years of office management or operations experience, preferably in a law firm or professional services environment.
• Demonstrated ability to run an office independently, including staff supervision and vendor management.
• Strong organizational, communication, and problem-solving skills, with sound judgment and discretion.
• Proficiency with Microsoft Office Suite and legal practice management software;
  Lawcus or other CRM experience preferred.
• Experience with trusts and estates, estate planning, probate, or trust administration is helpful but not required.
• Genuine…