Office Manager

FBT Gibbons is seeking a full-time Office Manager to join our Columbus office.  The Office Manager plays a pivotal role in fostering a professional and collaborative work environment where both clients and team members feel valued and supported. This position works closely with leadership to align office operations with strategic goals and is responsible for anticipating, identifying, and planning for the evolving needs of the office.

Ideal candidates will demonstrate strong leadership skills, sound judgment, and the ability to manage multiple priorities in a fast-paced professional services setting.

Key Responsibilities: 

• Foster a work environment that reflects FBT Gibbon's culture by promoting high morale, supporting productivity and efficiency, and upholding a strong commitment to client service.
• Maintain a regular physical presence in the office during business hours, ensuring operations run smoothly.
• Demonstrate strong support for firm initiatives and change, actively engaging with team members to ensure a smooth transition and fostering a culture of adaptability and continuous improvement.
• Oversee the allocation of legal assistant workloads and routinely assess attorney-to-assistant ratios to ensure fair distribution, balanced support, and alignment with market standards. Proactively adjust staffing as needed to maintain efficiency and meet the evolving needs of attorneys and clients.
• Regularly collaborate with the office management team to review staffing levels, assess employee morale, align on strategic objectives, and identify opportunities for workflow and operational improvements.
• Engage with timekeepers regularly to gather feedback, addressing concerns and implementing opportunities for process improvement in a timely manner. 
• Oversee the recruitment process for new team members, including reviewing resumes, conducting interviews, and making hiring decisions.  Develop and implement effective onboarding programs, ensuring new hires receive the necessary training and resources to be successful in their roles.
• Collaborate effectively with colleagues across multiple offices and departments to ensure cohesive communication, streamline processes, and support firm-wide initiatives.
• Provide continuous coaching and mentorship to direct reports, offering constructive feedback to support professional growth and skill development.
• Review and approve timesheets for direct reports on a regular basis including the accurate reporting of PTO/Vacation/Floating Holiday hours, ensuring accuracy in reported work hours, compliance with firm policies, and timely submission to payroll for processing. Promptly address and make any necessary corrections as requested by payroll.
• Work with the Facilities Manager regarding space planning and design of the office.
• Serve as the primary liaison with the building property manager for communication regarding security, maintenance, and facility-related issues.
• Oversee the preparation and setup of offices and workstations for incoming attorneys and business professionals, ensuring a seamless onboarding experience and fully functional work environment.
• Ensure the general upkeep of shared office facilities such as halls, reception areas, kitchens, and conference rooms. 
• Manage ordering and inventory of office supplies to ensure the office is well-stocked and operating efficiently, while monitoring usage and staying within budget.
• Prepare and manage the office's operational budget, monitor expenses, and identify cost-saving opportunities.
• Coordinate with the firm's accounting department to make client deposits into the firm's operating and retainer accounts.
• Reconcile the office's credit card statement each month by reviewing all transactions, ensuring proper documentation is provided for each charge, and addressing any discrepancies with business professionals.
• Review all vendor invoices for accuracy and submit invoices to the accounting department for processing on a timely basis.
• Manage the office's operating cash account, including issuing checks for urgent needs, making deposits, and maintaining accurate account balances as needed.  Submit monthly reconciliations of account expenditures to the accounting department, ensuring all submissions include necessary approvals, supporting documentation (i.e. receipts), and copies of issued checks (where applicable).

Job Requirements:

• Bachelor's degree or equivalent combination of education and experience.
• Thorough understanding of administration, people management, human resources and operational functions, typically acquired through a bachelor's degree in Business Administration, Human Resources Management or a closely related field, or through equivalent practical experience.
• Five years of progressively responsible work experience with legal or other professional service organizations to gain experience in managing business operations including planning, human resources and purchasing functions.
• Previous experience in preparing and managing budgets.
• Five years of direct supervision experience of managing business professionals.
• Ability to proactively identify and analyze issues and problems and to recommend and implement solutions.
• Exceptional organizational and multitasking abilities to manage competing priorities in a fast-paced environment.
• Ability to manage and work through conflict as well as the ability to build trust.
• Emotional Intelligence skills necessary to maintain effective relationships with partners, attorneys, clients, and business professionals in person, by e-mail and by telephone and to manage business professionals and facilitate individual and group meetings dealing with the law office operation.
• Proven ability to handle sensitive and confidential information with the highest level of discretion.
• Work occasionally requires a high level of mental effort and strain when performing the essential duties.  Must be able to perform the essential duties of the position with time constraints, interruptions, and demanding attorneys and business professionals.
• Work frequently requires more than 40 hours per week to perform the essential duties of the position.

FBT Gibbons offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k/profit sharing retirement package.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.