Assistant Office Manager

Overview
Join our dynamic team as an Assistant Office Manager and become a vital force behind our efficient, organized, and welcoming office environment! We are seeking a highly organized and detail-oriented Assistant Office Manager to support the daily administrative and operational functions of our law firm. This role is ideal for a professional with experience in a legal or professional services environment who thrives in a fast-paced setting and enjoys balancing people, processes, and priorities.

Key Responsibilities

• Assist the Office Manager with day-to-day office operations and administrative oversight
• Support attorneys and legal staff with scheduling, document management and workflow coordination
• Oversee front office functions, including reception, phone coverage and client intake
• Maintain office supplies, vendor relationships and leases, and facilities coordination
• Assist with HR related tasks such as onboarding, timekeeping and staff records
• Support billing, invoicing and account receivable processes (experience preferred)
• Manage accounts payable, including invoice processing, vendor payments and expense tracking
• Assist with cash management, including deposits, trust account coordination (as directed) and reconciliation support
• Support the IT department, including coordinating with external IT vendors, assisting with onboarding/offboarding system access, tracking hardware and software, and escalating technical issues, as needed
• Help ensure data security and confidentiality in coordination with IT and firm policies
• Assist with litigation file management, court calendars and deadline tracking
• Ensure compliance with firm policies and legal industry best practices
• Handle confidential information with professionalism and discretion
• Step in to manage office operation in the Office Manager's absence

Qualifications

• Associate’s or Bachelor’s degree preferred (or equivalent experience)
• 2+ years of administrative or office management experience, preferably in a law firm or professional services environment
• Strong organizational, multitasking, and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office and legal practice management software a plus (e.g., Clio, PerfectLaw, ProLaw, or similar)
• Ability to work independently and collaboratively in a team environment
• High level of professionalism and discretion when handling confidential and sensitive information

Preferred Skills

• Prior experience in a legal office or professional services
• Familiarity with legal billing and timekeeping systems
• Basic HR or bookkeeping knowledge, ADP a plus
• Strong customer service mindset

Benefits

• Competitive salary based on experience
• Health, dental, vision insurance and more
• Paid time off and holidays
• Retirement plan options
• Professional and supportive work environment

We are conveniently located off the LIE at exit 58 in the pink glassed building.

Pay: $32.00 - $43.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person