Office Manager

POSITION SUMMARY

The Office Manager role is responsible for maintaining the overall appearance of the Austin office, coordinating all office functions, and managing all administrative tasks needed for optimal office performance. To be successful in this role, you need to have a hands-on approach to helping others. You will excel at anticipating needs with a detail oriented, analytical, practical approach. The right candidate will be confident, friendly, intelligent, and proactive.

Location: Austin, TX

JOB RESPONSIBILITIES:

• Core In-Office Responsibilities:

  • Manage office inventory by conducting monthly stock checks and maintaining appropriate supply levels
  • Order office supplies and manage vendor relationships while adhering to budget guidelines
  • Research and coordinate vendors for monthly Employee Appreciation lunches and Birthday/Anniversary Celebrations for both Austin and Dallas Office
    • Submit monthly approval requests for Employee Appreciation events and manage associated budgets for both Austin and Dallas Office
    • Ensure employees receive timely calendar updates for Employee Appreciation events for both Austin and Dallas Office
    • Communicate and maintain calendar updates for all employee celebrations for both Austin and Dallas Office
  • Greet, receive, and screen visitors, ensuring a professional and welcoming office environment for Austin Office
  • Anticipate company needs and coordinate meetings, events, offsites, and client interactions for Austin Office
  • Coordinate with building management for facility-related needs (HVAC, repairs, maintenance, etc.) for both Austin and Dallas Office

   

  Core Senior Management Support Responsibilities:

  • Complete and submit monthly expense reports accurately and on time for senior management
  • Oversee organization and cleanliness of shared office spaces, including kitchen and common areas for Austin Office
  • Perform weekly refrigerator clean-outs to maintain office hygiene standards for Austin Office
  • Manage executive calendars, including travel arrangements, hotel bookings, meetings, teleconferences, and business lunches (when required)
  • Maintain the office seating chart and collaborate with leadership on workspace planning
  • Provide backup support to Executive Assistants as needed

   

  Hybrid / Operational Support Responsibilities:

  • Provide administrative and coordination support to the Lien Operations and Single Event teams
    • Conduct follow-up calls to lien holders to obtain updates, confirm balances, and facilitate timely resolution of outstanding liens
    • Track, document, and update lien-related communications within internal systems
    • Assist in managing operational workflows and ensuring deadlines and deliverables are met across supported teams
  • I-9 Documentation for new hires
  • Perform miscellaneous administrative tasks and support special projects as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong communication skills (written and verbal)
• Exceptionally organized
• 1 years event coordination and execution
• 1 years Microsoft suite
  • Outlook (scheduling on multiple calendar)
  • Excel (able to write formulas)
  • SharePoint (able to manage the current shared page)
  • Word (able to produce a documents/edit)
• Ability to receive and act upon direction
• Project and process management
• Time management, multi-tasking and calendaring skills
• Supply Management
• Technically adept
• 2 years Budgeting
• 2 years of administrative experience

Benefits:

• 401(K) retirement plans with matching contributions.
• Comprehensive health insurance coverage.
• Dental and vision insurance plans.
• Parental leave to support work-life balance.
• Short-term and long-term disability coverage.

ABOUT ARCHER

ARCHER Systems is a leading technology-enabled legal services company that provides pre-settlement and post-settlement administration services for a single event, mass tort, and class action cases with the goal of helping claimants access their settlement proceeds more efficiently and quickly. The company plans to continue leveraging technology and top-tier talent to enhance customer service and offer new product lines and services.

ARCHER’s core offering is post-settlement Healthcare Lien Resolution Administration and QSF (Qualified Settlement Fund) Administration and payments processing for multi-claimant (mass tort and class action) litigation. Other services include claims administration, single event lien resolution, probate, and bankruptcy coordination, release administration, medical records review, plaintiff fact sheet, and other intake/census preparation and management. ARCHER enables law firms to focus on their litigation while ensuring that critical pre-settlement and post-settlement administration documents, services, business analytics, and reporting are handled efficiently and effectively.