Office Manager

Hinckley Allen is seeking an Office Manager in our Providence, RI office. The Office Manager is responsible for overseeing the daily administrative operations of the office to ensure efficiency, organization, and a positive work environment. This role serves as a central point of contact, ensuring smooth communication and workflow across departments while upholding company policies and standards.

Essential Duties and Responsibilities:

• Serves in a leadership capacity by emphasizing teamwork, efficiency and positive, firm-minded actions for support staff.
• Supervises support staff in the Providence office, including legal administrative assistants, practice assistants, and office services personnel. Counsels and, if necessary, disciplines support staff under the direction and support of the Senior Manager of Office Operations and the Human Resources department.
• Monitors support staff workloads and assists with the delegation of work to others ensuring assignments are completed in a timely and efficient manner.
• In conjunction with Senior Manager of Office Operations, interprets and explains company policies and office procedures to others.
• Analyzes and resolves work problems and assists others in resolving work problems.
• Initiates or suggests plans to motivate others to achieve work goals.
• Maintains time records, i.e. vacation, sick etc. of support staff in each department to help ensure proper coverage.
• Plans and coordinates lunch schedules to ensure proper coverage.
• Under the supervision and guidance of the Senior Manager of Office Operations and the Human Resources department, assists in the recruitment, screening, hiring, onboarding and training of support staff.
• Manages the on-site file systems and the transition of files to off-site storage.
• Plans and/or assists in planning firm-sponsored events, including Staff Appreciation Day, Employee Summer Outing, Office Holiday Party and other event planning needs as assigned.
• Manages and oversees facilities and operational functions, including office services, reception, furniture, repairs and maintenance, artwork and food services. Responsible for oversight and budgeting for all such expenses.
• Other administrative tasks as assigned.

Knowledge, Skills and Abilities:

• Bachelor’s Degree in Management, Human Resources, Business or a related field required.
• 3-5 years of management experience required.
• 2-3 years of law firm experience required.
• Previous experience supervising a large number of employees in various departments.
• Proficiency with Office 360, Microsoft Outlook, Excel, PowerPoint and Word.
• Familiarity with iManage document management system or proficiency working in another document management system.
• Ability to organize and prioritize numerous tasks and complete them under time constraints; ability to work under pressure.
• Ability to maintain highly confidential information.
• Strong interpersonal skills are necessary in order to communicate and follow instruction successfully from a diverse group of clients, attorneys and staff.
• Strong communication skills are necessary in order to communicate via e-mail, telephone and in-person.
• Work may require irregular hours and occasionally require more than 40 hours per week to perform the essential duties of the position. Must be reliable and flexible.

Hinckley Allen is an equal opportunity employer and makes employment decisions without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status.