Office Manager

New Frontier Immigration Law•Glendale, AZ

10d•Onsite

About The Position

Join the New Frontier Immigration Law team and help change the lives of 1 million undocumented immigrants in the USA. Our mid-sized law firm in Phoenix, AZ is committed to humanitarian-based immigration and finding innovative solutions for seemingly impossible problems. Are you ready to join one of the fastest-growing law firms in the US, where incredible opportunities await? Here, we don’t just offer a job: we provide an environment that challenges you to become the best version of yourself. The Office Manager will oversee the day-to-day operations of our professional services office. This role is central to creating a welcoming, organized, and efficient environment for both clients and team members. The ideal candidate is a natural leader who thrives in a fast-paced setting, takes pride in operational excellence, takes ownership, and brings a service-first mindset to everything they do. This person must be eager to grow, lead by example, and consistently perform to the highest standards.

Requirements

3+ years of experience in office management or administration; experience in a professional or legal services environment strongly preferred.
Demonstrated ability to manage and develop a team in a high-volume, client-facing setting.
Strong understanding of office operations, document management, and administrative procedures.
Proficient in Microsoft Office Suite and comfortable learning new platforms and case or practice management systems.
Excellent organizational, communication, and interpersonal skills.
Ability to multitask, prioritize, and remain composed under pressure.
Bilingual in English/Spanish strongly preferred.
Must be able to work in-office in Glendale, AZ; occasional Saturday availability may be required.

Nice To Haves

Experience managing front desk and client-facing operations in a professional services or high-volume environment.
Comfortable serving as a communication bridge between clients, support staff, and leadership.
A natural problem-solver who anticipates needs before they become issues.
Track record of improving office systems and holding teams accountable to standards.

Responsibilities

Serve as the primary point of contact for clients visiting the office, ensuring every interaction is professional, welcoming, and solution-oriented.
Manage client intake processes, appointments, and in-person communications to maintain positive client relations.
Handle client inquiries promptly and escalate as needed to ensure exceptional service at every touchpoint.
Accept overflow calls from the call center team when immediate coverage is needed, providing the same high standard of service.
Plan, implement, and continuously improve administrative systems, procedures, and policies to enhance office efficiency.
Oversee the cleanliness, organization, and daily readiness of all office areas including the reception area, conference rooms, and common spaces.
Manage office equipment, supplies, and facilities — including vendor coordination and cost-effective procurement.
Oversee mailroom functions, ensuring all incoming and outgoing mail and packages are processed accurately and in a timely manner in accordance with firm procedures.
Coordinate communication and information flow within the office to ensure smooth daily operations.
Supervise and manage office support staff to ensure adherence to all policies, procedures, and performance standards.
Manage staff schedules, leave requests, and work assignments to ensure adequate coverage at all times.
Address employee concerns and conduct disciplinary actions when necessary in coordination with HR leadership.
Foster a positive, accountable team culture aligned with organizational values.
Assist with financial operations including billing, invoicing, and accounts payable and receivable as directed.
Coordinate scheduling and communications with professional staff and clients.
Maintain records and databases, ensuring accuracy, organization, and accessibility.
Assist with document preparation and case-related administrative tasks as needed.
Perform other duties as assigned by leadership.