Three or more 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, including Word, Excel, and Outlook.
Ability to lift and move light to moderate office furniture and supplies as needed.
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 programs.
Maintain and update emergency preparedness plans, safety protocols, and evacuation procedures.
Conduct daily opening and closing walkthroughs to ensure refreshment areas are stocked, audiovisual 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 audiovisual 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 front-desk and visitor reception for clients and guests.
Answer and route incoming firm calls and potential new client inquiries using the firm's Talkdesk phone system.
Oversee mail handling, supply procurement, and vendor relationships to support employee needs.
Provide document scanning and upload support for attorneys within the firm's Litify case management system.
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.
Desired Qualifications
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.
At Jimerson Birr, our team has accepted the lasting responsibility of protecting our clients' rights, businesses, properties, investments, and finances.
Our professionals are integral, trusted advisers and advocates in both established and emerging businesses, giving our clients insights into legal and business considerations that guide prudent decision-making. We work with some of the world's most respected and well-established businesses, as well as start-up visionaries, and individuals looking to overcome challenges.
About the Role
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.
This is your seat if:
You take pride in being the first impression clients and guests have of the firm.
You'd rather prevent a problem with a morning walkthrough than fix it in the middle of a client meeting.
You can juggle phones, vendors, deliveries, and event setup without letting details slip.
You like building simple, repeatable systems for supplies, maintenance, and logistics.
You're equally comfortable greeting a client, coordinating a contractor, and making a courthouse run.
What You'll Do
Run the Facilities
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.
Deliver Events and Logistics
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.
Support the Office and Our People
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.
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
Preferred Qualifications
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