Office Manager - New York City

Legora AB • New York, NY

10h • Onsite

About The Position

We’re looking for an Office Manager to own and operate Legora’s New York office, ensuring it runs smoothly and efficiently while aligning with our culture of excellence, speed, and care. This role exercises independent judgment and discretion on significant operational matters, including vendor selection, budget oversight, and decisions that directly impact office operations, employee experience, and business continuity. Beyond New York, this role will play a key part in establishing Legora’s future U.S. offices as we expand into new markets. The Office Manager will be responsible for anchoring new office openings to the standard of excellence set in our Stockholm headquarters and New York office, with travel expected during go-live periods and sporadic upkeep. This position offers meaningful growth for the right candidate—someone who can build scalable systems, lead through expansion, and help shape the operational foundation of our U.S. presence. You will be the first point of contact for everyone visiting the NY office, ranging from candidates to CEOs and law firm partners, and the primary on-site decision maker for all office-related needs in NYC, while reporting into our Operations team in Stockholm. This is a hands-on work across workspace strategy, vendor and contract management, budget oversight, logistics, onboarding support, and day-to-day employee experience. You will proactively identify issues, make informed decisions, and implement solutions that support Legora’s rapid growth in the U.S. We are currently moving into a 27,000-square-foot office in the Union Square neighborhood, and this role will be critical in setting the standard for our U.S. operations.

Requirements

• Operationally strong, with the ability to evaluate options and make sound decisions
• Hands-on and resourceful, comfortable balancing execution with judgment-based decision-making
• Tech-savvy and comfortable assessing IT-related tradeoffs and priorities
• Commercially aware, with experience managing budgets, evaluating vendors, and negotiating services
• Professional and service-oriented, with strong discretion and judgment
• Collaborative across functions and time zones
• Comfortable operating independently with accountability for outcomes
• 5–7+ years of experience in office management, operations, facilities, or similar roles
• Experience owning an office end-to-end with decision-making authority over vendors, budgets, and operations
• Demonstrated experience negotiating vendor contracts and managing operating budgets
• Experience setting performance goals tied to operational outcomes rather than task volume
• Strong communication skills and attention to detail
• Must be legally authorized to work in the United States
• Excitement about shaping the physical and operational foundation of Legora’s U.S. presence

Responsibilities

• Own day-to-day operations of the NYC office, ensuring the space is fully functional, safe, compliant, and aligned with company standards
• Make independent decisions related to office setup, space planning, workflows, and operational priorities
• Oversee building access, safety protocols, deliveries, equipment setup, meeting rooms, and space utilization
• Maintain office inventory, furniture, and workspace standards based on operational needs and budget considerations
• Serve as the primary liaison with building management and make decisions that affect office operations and employee experience
• Act as the on-site IT operations liaison in partnership with global IT and Security teams
• Independently assess and prioritize local IT needs and coordinate resolutions
• Manage device distribution for new hires and maintain local hardware inventory
• Support and influence the rollout of IT infrastructure improvements and security standards in NYC
• Source, evaluate, negotiate, and manage vendor contracts for cleaning, maintenance, IT, supplies, and other office services
• Own and manage the NYC office operating budget, including forecasting, spend tracking, and cost optimization
• Approve routine operational expenses and recommend vendor or contract changes that impact cost, quality, or efficiency
• Monitor contract renewals and vendor performance and make recommendations or decisions to improve outcomes
• Act as the first point of contact for visitors, using the reception area as your primary workstation
• Independently design and maintain a high-quality office environment that reflects Legora’s culture and values
• Support new hire onboarding, workspace setup, and office-related People and HR needs
• Coordinate in office meetings, events, and hospitality with discretion and judgment
• Serve as the trusted on-site owner for employee experience decisions and day-to-day needs
• Partner with Stockholm Operations to help plan and execute new U.S. office openings, contributing operational recommendations and local market insights
• Lead local logistics for site visits, buildouts, move-ins, and vendor sourcing in new markets
• Document and refine scalable processes that will support multi-office U.S. operations
• Develop, implement, and continuously improve operational processes for the NYC office
• Identify opportunities to improve efficiency, reduce costs, and enhance employee experience, and independently act on those opportunities
• Operate with autonomy while keeping global leadership informed and aligned on key decisions

Benefits

• Build New York from the ground up by owning Legora’s flagship U.S. office
• High visibility and ownership with real operational decision-making authority
• Close collaboration with global leadership and Stockholm-based Operations
• Career growth through broad exposure to office operations, budgeting, vendor management, and U.S. expansion
• Cross-functional impact with People, IT, and Go To Market teams
• In-person environment in our new 27k square foot Union Square neighborhood office
• Competitive compensation, benefits, and tools
• Meaningful work supporting the future of AI in law

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed