Office Operations Manager

Gottlieb & Greenspan is a rapidly growing law firm at the forefront of healthcare reimbursement litigation, with a specialized focus on disputes arising under the No Surprises Act (NSA). Our firm is known for its high‑stakes advocacy, strategic litigation approach, and commitment to delivering exceptional results for our clients. We pride ourselves on being ethical, respectful, accountable, positive, driven, and committed to excellence.

We are seeking a highly organized, service-oriented, and process-driven Office Operations Manager to oversee the day-to-day management of our Paramus and Fair Lawn offices. This role is responsible for ensuring our offices run smoothly, professionally, and efficiently while providing an exceptional experience for employees, clients, visitors, and business partners.

The Office Operations Manager serves as the central coordinator for office administration, workplace services, vendor management, facilities oversight, supplies, equipment, and office systems. This individual will build scalable processes, establish standard work, and drive continuous improvement across all aspects of office operations while leading our Office Services Coordinators.

Responsibilities:

Office Administration & Vendor Management

• Serve as the primary point of contact for office vendors and service providers
• Manage relationships with building management, cleaning services, office suppliers, courier services, and workplace vendors
• Monitor vendor performance, service quality, and contract compliance
• Coordinate vendor onboarding, renewals, and issue resolution
• Assist with budgeting, purchasing decisions, and cost management initiatives

Supplies, Equipment & Procurement

• Manage procurement, inventory, and replenishment of office supplies and consumables
• Establish inventory controls, par levels, labeling systems, and organizational standards
• Oversee office equipment including copiers, phones, furniture, and breakroom equipment
• Coordinate equipment servicing, repairs, replacements, and vendor support
• Identify opportunities for cost savings and operational efficiencies

Office Management & Workplace Experience

• Own the day-to-day operation of the Paramus and Fair Lawn offices
• Ensure a professional, organized, and welcoming environment for employees, clients, candidates, and visitors
• Oversee reception and front-of-house operations across locations
• Manage conference room operations, scheduling support, and meeting readiness
• Coordinate office communications, workplace announcements, and operational updates
• Support employee engagement initiatives, office events, celebrations, and firm-sponsored activities
• Partner with department leaders to address office operational needs and improve workplace effectiveness

Facilities & Workplace Operations

• Oversee facility maintenance and building-related issues across both locations
• Coordinate repairs, preventative maintenance, and workplace improvements
• Ensure offices remain safe, clean, secure, and fully operational
• Partner with building management on access control, safety, and workplace concerns
• Support office reconfigurations, workspace planning, and office moves as needed

Business Operations & Systems

• Administer RingCentral, including user setup, changes, troubleshooting coordination, and training
• Maintain operational resources, directories, and office documentation
• Partner with HR, IT, Finance, and firm leadership on operational initiatives
• Support onboarding logistics, office setup, and workplace readiness for new hires
• Assist with implementation and adoption of workplace systems and tools

Process Improvement & Operational Excellence

• Develop and maintain standard operating procedures (SOPs) for core office functions
• Create and manage daily, weekly, monthly, and annual operational workflows
• Implement checklists, dashboards, tracking tools, and accountability measures
• Drive continuous improvement initiatives focused on consistency, service quality, and scalability
• Identify opportunities to automate administrative and operational processes

Business Insurance Administration

• Manage business insurance programs and external broker relationships
• Coordinate renewals, certificates of insurance (COIs), claims support, and documentation
• Partner with Finance and HR on budgeting, reporting, and compliance requirements

Requirements & Qualifications:

• 5+ years of experience in office management, office operations, workplace services, or business administration
• Experience managing multiple office locations preferred
• Strong organizational and project management skills
• Experience managing vendors, service providers, and operational budgets
• Proven ability to build processes, document procedures, and improve workflows
• Strong customer service mindset with a focus on employee and client experience
• Ability to manage competing priorities in a fast-paced environment
• Excellent communication, problem-solving, and relationship-building skills
• High attention to detail and strong follow-through
• Ability to work onsite Monday through Friday

Salary Range: $75,000-95,000 / year, commensurate with experience

Benefits:

• 100% employer paid Medical Insurance for employees, starting day 1
• 100% employer paid Dental and Vision Insurance for employees, starting within 31 days
• 401(k) with Employer Contributions
• Profit Sharing
• Cash Balance Plan (similar to pension)
• Competitive PTO & Paid Holidays
• Friendly, team-focused culture where your work matters

Visit us at www.gottliebandgreenspan.com to learn more!

Gottlieb & Greenspan is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, veteran status, age, or any other protected status under applicable federal, state, or local laws.

Candidates must be authorized to work in the United States and not require sponsorship now or in the future for employment‑based visas, including but not limited to H‑1B, TN, O‑1, or E‑3 classifications.

Gottlieb & Greenspan is committed to providing reasonable accommodations to individuals with disabilities throughout the application, interview, and employment process. Applicants who require accommodation may contact Human Resources to request support.

The duties and responsibilities described above are intended to outline the general nature and level of work performed. They are not an exhaustive or complete list of all tasks, responsibilities, or requirements. Additional duties may be assigned or modified at any time with or without notice.