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.