Office Manager & Calendar Clerk

Peter C. Merani PC Attorneys at Law•New York, NY

2d•Onsite

About The Position

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.

Requirements

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

Responsibilities

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
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
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
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