Office Manager Confidential West Palm Beach, FL Job Details Full-time 1 day ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Qualifications Staff supervision Teamwork Employee relationship building Bachelor's degree Vendor relationship management Managing projects Business Administration Project leadership Process management Organizational budget management Full Job Description

ABOUT THE ORGANIZATION A

well-established and highly respected South Florida/Palm Beach County Personal Injury Law Firm is seeking an experienced, highly capable Office Manager to join its leadership team. We are proud of our strong, positive workplace culture and our commitment to creating an environment where employees are respected, supported, challenged, and empowered to succeed. Our organization values professionalism, accountability, teamwork, integrity, and exceptional service . This is an opportunity for a hands-on operational leader who takes pride in creating a workplace that is safe, efficient, organized, professional, and welcoming.

POSITION SUMMARY

The Office Manager is responsible for the day-to-day leadership and oversight of workplace operations , ensuring that the firm's facilities, administrative services, equipment, vendors, security, safety programs, fleet, supplies, and workplace initiatives operate efficiently and effectively. The successful candidate will be a proactive, highly organized, solutions-oriented leader who can anticipate operational needs, manage competing priorities, establish effective processes, and take ownership of issues from start to finish. This role requires someone who is comfortable being hands-on and highly visible , working closely with employees, leadership, vendors, and service providers to ensure the workplace consistently meets the firm's standards for safety, functionality, efficiency, and professionalism. The Office Manager will also serve as a key leader for emergency preparedness and response , developing, implementing, maintaining, and training employees on procedures designed to protect employees, visitors, facilities, and business operations during emergencies and other critical situations.

Note:

This position does NOT have any HR department responsibilities, as we have a well-established HR department.

KEY RESPONSIBILITIES

Workplace & Facilities Operations

• Oversee the daily operation, maintenance, and functionality of the firm's office and facilities.
• Ensure workspaces, conference rooms, common areas, equipment, and other workplace environments are clean, safe, organized, professional, and properly maintained.
• Coordinate repairs, maintenance, renovations, improvements, and other facility projects.
• Identify operational needs proactively and implement solutions before issues become disruptive.
• Establish and maintain departmental policies, procedures, and Standard Operating Procedures (SOPs).
• Continuously evaluate processes and identify opportunities to improve efficiency, service, and cost effectiveness. Vendor & Contract Management
• Manage relationships with office, facilities, maintenance, cleaning, security, catering, and other service providers.
• Negotiate, administer, and monitor vendor contracts and service agreements.
• Ensure vendors meet established service standards, timelines, and contractual obligations.
• Review vendor performance, resolve service issues, and identify opportunities for cost savings and improved service.
• Manage office services budgets and monitor departmental expenses. Safety, Security & Compliance
• Establish, maintain, and enforce workplace safety and security protocols.
• Promote a safe and secure workplace for employees, visitors, and vendors.
• Monitor compliance with applicable OSHA and workplace safety requirements.
• Conduct or coordinate regular workplace safety inspections and ensure corrective actions are completed promptly.
• Identify potential hazards and implement appropriate mitigation measures.
• Coordinate workplace safety training and maintain required documentation and records.
• Partner with leadership and appropriate vendors or professionals regarding safety, security, and compliance matters.

Emergency Preparedness & Response Serve as a key point of contact and leader during workplace emergencies, including medical emergencies, fire, severe weather, security incidents, and other urgent situations. Develop, implement, and maintain comprehensive emergency preparedness and response procedures. Coordinate emergency drills, training, communications, and preparedness initiatives. Ensure employees understand emergency procedures and know how to respond appropriately. Regularly review and update emergency response plans based on organizational needs and lessons learned. Coordinate with appropriate emergency, security, and building personnel when necessary. Office Supplies, Equipment & Inventory Oversee purchasing, inventory, distribution, and replenishment of office supplies and equipment. Ensure departments have the resources necessary to operate efficiently. Establish appropriate inventory controls to minimize waste, unnecessary spending, and supply shortages. Maintain organized records of equipment, supplies, and other office assets. Coordinate equipment repairs, replacements, and maintenance as needed. Fleet Management Oversee the firm's vehicle fleet and related administrative processes. Manage vehicle maintenance, repairs, fuel expenses, inspections, registrations, and other fleet-related requirements. Maintain fleet records and ensure vehicles are properly serviced and available when needed. Establish and enforce vehicle checkout and usage procedures. Monitor fleet-related expenses and identify opportunities for efficiency and cost control. Team Leadership & Administrative Operations Supervise, coach, support, and develop administrative and office services personnel. Assign responsibilities, establish priorities, monitor performance, and ensure timely completion of tasks. Promote accountability, teamwork, professionalism, and high service standards. Ensure the department operates efficiently and consistently meets organizational needs. Provide guidance and support to employees regarding workplace and administrative matters. Maintain organized records and documentation in accordance with company policies. Culture & Firmwide Initiatives Partner with leadership to support and strengthen the firm's workplace culture. Plan, coordinate, and execute firmwide events, employee engagement activities, and culture initiatives. Help create an environment where employees feel supported, valued, and connected. Support special projects and organizational initiatives as directed by the COO or Executive Team. Other Responsibilities Maintain a high level of responsiveness to the needs of the organization. Take ownership of operational issues and drive them through resolution. Provide regular updates to the COO regarding operational matters, priorities, risks, and opportunities. Support special projects and perform other duties as assigned by the COO or Executive Team.

COMPENSATION & BENEFITS

Competitive salary based on experience and qualifications Medical, dental, and vision insurance 401(k) retirement plan with employer match 15 days of paid time off 10 paid holidays One week of paid time off between Christmas and New Year's Short-term disability Long-term disability Positive, collaborative workplace culture Opportunity to work directly with firm leadership and make a meaningful impact on the organization Requirements

QUALIFICATIONS

Bachelor's degree in Business Administration, Operations Management, Facilities Management, Emergency Management, or a related field preferred. 5+ years of progressive experience in office management, workplace operations, facilities, administration, safety, or a related field. Previous management and leadership experience required. Experience managing vendors, budgets, facilities, and administrative operations. OSHA or workplace safety training/certification strongly preferred. Experience developing emergency response plans, conducting drills, or managing workplace safety programs is highly desirable. Strong organizational and project management skills with exceptional attention to detail. Strong analytical and financial skills, including the ability to manage budgets, expenses, and departmental metrics. Demonstrated ability to prioritize competing demands and operate effectively in a fast-paced environment. Strong judgment, discretion, problem-solving ability, and follow-through. Excellent written and verbal communication skills. Strong interpersonal skills and the ability to work effectively with employees at all levels of the organization. Strong alignment with the firm's culture, values, and commitment to exceptional service.

CORE LEADERSHIP COMPETENCIES

The ideal candidate is a high-accountability, solutions-oriented leader who takes ownership, anticipates problems, and consistently follows through. This individual should be comfortable making decisions, managing competing priorities, and stepping in wherever needed to keep the organization operating smoothly.

The successful candidate will demonstrate:

Leadership & Accountability — Takes ownership, sets clear expectations, and holds themselves and others accountable. Operational Excellence — Creates organized, efficient, and scalable processes that support the firm's goals. Attention to Detail - Strong attention to detail in all areas. Problem Solving — Identifies issues quickly, evaluates options, and implements practical solutions. Organization & Prioritization — Effectively manages multiple priorities, deadlines, projects, and stakeholders. Communication — Communicates clearly, professionally, and proactively with employees, leadership, vendors, and service providers. People Leadership — Builds trust, develops employees, provides feedback, and promotes a positive team environment. Resource Management — Effectively manages budgets, vendors, inventory, equipment, and other organizational resources. Safety & Risk Awareness — Maintains a strong focus on workplace safety, security, preparedness, and compliance. Technology & Systems — Proficient with all of Microsoft Office and comfortable learning and utilizing document management, inventory management software, project management software, facility management systems and software, and other business systems. Service Orientation — Demonstrates a genuine commitment to providing excellent service and creating a positive workplace experience. Culture & Values — Leads by example and consistently reflects the firm's values of professionalism, respect, integrity, teamwork, and accountability.

WHY JOIN US

Join a respected organization that believes great results start with great people and a great workplace . We are committed to providing our employees with a professional, collaborative, and supportive environment where they can grow, contribute, and succeed.

Expected hours:

40.0 per week

Work Location:

In person