Office Manager

Jimerson Birr, P.A. • Jacksonville, FL

43d • Onsite

About The Position

We're hiring a highly organized and proactive Office Manager to oversee the day-to-day operations of our state-of-the-art Jacksonville headquarters. You'll be the firm's first point of contact for clients and guests, and the person who keeps the office running smoothly behind the scenes. You'll handle reception, phones, facilities, vendors, employee support, and workplace logistics. Your job is to make sure our attorneys, staff, and clients experience a well-functioning, efficient, and welcoming workplace every day.

Requirements

• 3+ years of experience in office management, facilities coordination, or workplace operations
• Phone and reception experience, preferably in a law firm or professional services setting
• A valid driver's license and reliable transportation for courthouse and delivery runs
• Strong organizational and problem-solving skills with keen attention to detail
• Excellent communication, interpersonal, and customer service skills
• Ability to manage multiple projects and prioritize in a fast-paced environment
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to lift and move light to moderate office furniture and supplies as needed

Nice To Haves

• Familiarity with Litify, Talkdesk, or similar legal and phone systems
• Experience with office management or facilities software
• Prior experience supporting a law firm or professional services office

Responsibilities

• Conduct regular inspections to ensure the office meets safety, cleanliness, and operational standards.
• Manage building and equipment maintenance, including scheduling repairs, tracking work orders, and coordinating with vendors and contractors.
• Lead office space planning, including moves, furniture setup, workspace organization, and allocation of meeting rooms.
• Oversee inventory management for office and maintenance supplies, ensuring cost-effective purchasing and adequate stock.
• Champion environmental and sustainability initiatives, including energy efficiency and similar programs.
• Maintain and update emergency preparedness plans, safety protocols, and evacuation procedures.
• Conduct daily opening and closing walkthroughs to ensure refreshment areas are stocked, A/V displays are operational, and the office is secured at the end of the day.
• Monitor building entry and security camera systems to greet and direct arriving clients, vendors, and process servers.
• Oversee logistics for company meetings, cultural events, and team-building activities.
• Manage workspace and furniture reconfigurations to accommodate events or organizational needs.
• Ensure seamless A/V setup and technical support for internal and client-facing events.
• Maintain an organized, professional, and welcoming environment across communal areas.
• Perform courier runs, including courthouse filings, binder deliveries, and package drop-offs.
• Manage the front desk and visitor reception to create a positive first impression for clients and guests.
• Answer and route incoming firm calls and potential new client (PNC) inquiries using the firm's phone system (Talkdesk).
• Oversee mail handling, supply procurement, and vendor relationships to support employee needs.
• Provide document scanning and upload support for attorneys within the firm's case management system (Litify).
• Partner with HR and IT on onboarding and offboarding, including desk setup, security access, and technology coordination.
• Organize and execute employee engagement activities and office-wide meetings.
• Support executive leadership with other duties and responsibilities as needed.

Benefits

• A modern fitness center and wellness spaces
• Event and recreational areas to host team-building and client events
• A cutting-edge auditorium with integrated A/V technology
• Energy-efficient design, including solar panels and sustainability initiatives
• Open, flexible workspaces with ergonomic furniture and collaborative breakout areas
• Competitive compensation
• Professional development opportunities
• A supportive work environment dedicated to fostering your success

What This Job Offers

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