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Frost Brown Todd · 3 days ago

Office Manager

Columbus, OH

Full-time

Onsite

Senior Level

5+ years exp

FBT Gibbons is seeking a full-time Office Manager to join their Columbus office. The Office Manager plays a pivotal role in fostering a professional and collaborative work environment and is responsible for aligning office operations with strategic goals.

Consulting

Responsibilities

Foster a work environment that reflects FBT Gibbon’s culture by promoting high morale, supporting productivity and efficiency, and upholding a strong commitment to client service

Maintain a regular physical presence in the office during business hours, ensuring operations run smoothly

Demonstrate strong support for firm initiatives and change, actively engaging with team members to ensure a smooth transition and fostering a culture of adaptability and continuous improvement

Oversee the allocation of legal assistant workloads and routinely assess attorney-to-assistant ratios to ensure fair distribution, balanced support, and alignment with market standards. Proactively adjust staffing as needed to maintain efficiency and meet the evolving needs of attorneys and clients

Regularly collaborate with the office management team to review staffing levels, assess employee morale, align on strategic objectives, and identify opportunities for workflow and operational improvements

Engage with timekeepers regularly to gather feedback, addressing concerns and implementing opportunities for process improvement in a timely manner

Oversee the recruitment process for new team members, including reviewing resumes, conducting interviews, and making hiring decisions. Develop and implement effective onboarding programs, ensuring new hires receive the necessary training and resources to be successful in their roles

Collaborate effectively with colleagues across multiple offices and departments to ensure cohesive communication, streamline processes, and support firm-wide initiatives

Provide continuous coaching and mentorship to direct reports, offering constructive feedback to support professional growth and skill development

Review and approve timesheets for direct reports on a regular basis including the accurate reporting of PTO/Vacation/Floating Holiday hours, ensuring accuracy in reported work hours, compliance with firm policies, and timely submission to payroll for processing. Promptly address and make any necessary corrections as requested by payroll

Work with the Facilities Manager regarding space planning and design of the office

Serve as the primary liaison with the building property manager for communication regarding security, maintenance, and facility-related issues

Oversee the preparation and setup of offices and workstations for incoming attorneys and business professionals, ensuring a seamless onboarding experience and fully functional work environment

Ensure the general upkeep of shared office facilities such as halls, reception areas, kitchens, and conference rooms

Manage ordering and inventory of office supplies to ensure the office is well-stocked and operating efficiently, while monitoring usage and staying within budget

Prepare and manage the office’s operational budget, monitor expenses, and identify cost-saving opportunities

Coordinate with the firm’s accounting department to make client deposits into the firm’s operating and retainer accounts

Reconcile the office’s credit card statement each month by reviewing all transactions, ensuring proper documentation is provided for each charge, and addressing any discrepancies with business professionals

Review all vendor invoices for accuracy and submit invoices to the accounting department for processing on a timely basis

Manage the office’s operating cash account, including issuing checks for urgent needs, making deposits, and maintaining accurate account balances as needed. Submit monthly reconciliations of account expenditures to the accounting department, ensuring all submissions include necessary approvals, supporting documentation (i.e. receipts), and copies of issued checks (where applicable)

Qualification

Office ManagementBudget ManagementPeople ManagementHuman ResourcesOrganizational SkillsMultitaskingEmotional IntelligenceConflict Management

Required

Bachelor's degree or equivalent combination of education and experience

Thorough understanding of administration, people management, human resources and operational functions, typically acquired through a bachelor's degree in Business Administration, Human Resources Management or a closely related field, or through equivalent practical experience

Five years of progressively responsible work experience with legal or other professional service organizations to gain experience in managing business operations including planning, human resources and purchasing functions

Previous experience in preparing and managing budgets

Five years of direct supervision experience of managing business professionals

Ability to proactively identify and analyze issues and problems and to recommend and implement solutions

Exceptional organizational and multitasking abilities to manage competing priorities in a fast-paced environment

Ability to manage and work through conflict as well as the ability to build trust

Emotional Intelligence skills necessary to maintain effective relationships with partners, attorneys, clients, and business professionals in person, by e-mail and by telephone and to manage business professionals and facilitate individual and group meetings dealing with the law office operation

Proven ability to handle sensitive and confidential information with the highest level of discretion

Work occasionally requires a high level of mental effort and strain when performing the essential duties. Must be able to perform the essential duties of the position with time constraints, interruptions, and demanding attorneys and business professionals

Work frequently requires more than 40 hours per week to perform the essential duties of the position