Office Manager / Creative Admin

We are seeking an organized, detail-oriented Office Manager to support the daily office operations. This role is central to keeping the office running smoothly - from mail processing to vendor coordination to supporting attorneys with case intake and court deadlines. The ideal candidate is proactive, discreet, and comfortable managing multiple priorities in a fast-paced environment. This role is 5 days a week onsite for our rapidly growing firm.

Responsibilities
Mail Processing

Manage daily incoming and outgoing mail for the office

Process and distribute court mail promptly, ensuring time‑sensitive filings and notices reach the appropriate attorney or paralegal without delay

Maintain accurate logs/tracking of incoming legal correspondence as needed

Court Calendar Management

Maintain and update the firm's court calendar, tracking hearing dates, filing deadlines, and other critical dates across all active matters

Cross‑reference incoming court mail against the calendar to ensure new deadlines are captured accurately and promptly

Send timely reminders/alerts to attorneys and staff regarding upcoming deadlines and appearances

Coordinate calendar updates with attorneys and paralegals to avoid scheduling conflicts

Maintain a master tracking system (calendar software, docketing system, or shared calendar) for firm‑wide visibility

Office Operations

Serve as primary point of contact for building management and office vendors (e.g., cleaning, maintenance, office supplies, equipment servicing)

Coordinate vendor scheduling, service requests, and troubleshoot facility issues

Develop and manage a PTO coverage plan to ensure adequate front‑desk/office support during staff absences

Review and route PTO requests for approval, maintaining accurate records of staff schedules

Order and maintain office supplies and equipment

Attorney & Case Support

Assist attorneys with the initial response to new matters, including client intake coordination and preliminary organization of case materials

Serve as backup for file opening procedures, ensuring new matters are properly logged and set up in the firm's file management system

Support attorneys and paralegals with general administrative needs as they arise

Qualifications

Prior experience in office management and legal administration - law office experience preferred, but not required

At least 3 years of experience in law firms or legal environments

Strong organizational skills with high attention to detail, especially regarding deadlines

Prior experience managing court calendars or complex calendars with strict deadlines

Excellent communication skills with professional demeanor and proven ability to maintain confidentiality/sensitive data handling

Knowledge of NYSCEF/EDDS filing systems and litigation processes.

Ability to pass applicable background and reference checks.

Willingness to work onsite 5 days a week

Compensation & Benefits

Competitive salary based on experience.

Bonus eligibility based on performance.

Health, retirement, and paid time off benefits.

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