The Phoenix Group
http://cdn.haleymarketing.com/templates/62733/logos/400x400.png
http://www.tpgnyc.com
http://www.tpgnyc.com
USD
80000
90000
YEAR
true
Dan James
Office Manager
100 Westminster St, Ste 1500 Providence, RI 02903 US
Job Description
Role Overview
This position is responsible for the day-to-day coordination and oversight of administrative, personnel, and facility-related functions within the Providence location. Acting as the primary point of connection between local staff and firm leadership, this role ensures operational continuity, addresses workflow challenges, and supports a productive and collaborative office environment.
Core Responsibilities
The responsibilities listed below represent the primary expectations of the role and may be performed independently or with reasonable accommodation.
This position is responsible for the day-to-day coordination and oversight of administrative, personnel, and facility-related functions within the Providence location. Acting as the primary point of connection between local staff and firm leadership, this role ensures operational continuity, addresses workflow challenges, and supports a productive and collaborative office environment.
Core Responsibilities
The responsibilities listed below represent the primary expectations of the role and may be performed independently or with reasonable accommodation.
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Provides on-site leadership by modeling collaboration, accountability, and service-oriented behavior among administrative and operational staff.
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Oversees local administrative personnel, including legal support professionals and office services staff. Provides coaching, feedback, and performance guidance, escalating disciplinary matters in partnership with Workplace Operations leadership and Human Resources.
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Evaluates staffing levels and work distribution, reallocating tasks as needed to meet deadlines and maintain service standards.
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Communicates firm guidelines, internal protocols, and procedural updates to staff, ensuring consistent understanding and compliance.
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Identifies operational issues and contributes to problem-solving efforts, both independently and in support of team members.
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Encourages engagement and productivity through informal motivation strategies and process improvements.
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Tracks employee absences, leave usage, and coverage needs to maintain appropriate staffing across departments.
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Coordinates daily and rotating schedules, including meal breaks, to ensure uninterrupted office coverage.
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Supports talent acquisition efforts by assisting with candidate screening, onboarding, and training initiatives for new hires under the direction of Operations leadership and HR.
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Oversees physical and electronic record organization, including coordination with external storage vendors.
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Assists with the coordination and execution of internal events and employee programs, such as appreciation initiatives, seasonal gatherings, and firm-sponsored activities.
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Manages workplace logistics and facilities-related needs, including reception services, furniture planning, vendor coordination, repairs, maintenance, food service, and related expense tracking.
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Performs additional administrative or operational duties as assigned to support office effectiveness.
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Bachelor’s degree in business administration, human resources, management, or a comparable discipline.
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A minimum of three years in a supervisory or people-management role.
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Prior experience in a legal or professional services environment preferred.
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Demonstrated ability to manage and support staff across multiple functional areas.
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Strong working knowledge of common business software platforms, including Microsoft Outlook, Excel, Word, and presentation tools.
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Experience working with document management systems; familiarity with legal DMS platforms is a plus.
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Proven organizational skills with the ability to manage competing priorities and perform effectively under deadline pressure.
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High degree of discretion and professionalism when handling sensitive or confidential information.
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Effective interpersonal and communication skills, with the ability to interact professionally with attorneys, staff, and external contacts through written, verbal, and in-person communication.
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Flexibility to adjust work hours as business needs require, including occasional extended workweeks.
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Ability to lift, move, and transport materials or supplies weighing up to approximately 50 pounds.
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Capability to access materials stored at various heights, including shelving up to eight feet.
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Primary duties involve prolonged periods of seated work, with regular walking throughout the office environment, including stair use.
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Occasional physical activity such as bending, reaching, lifting, and standing is required.
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Visual acuity sufficient for sustained computer use and review of printed materials.
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Manual dexterity and auditory ability necessary for frequent phone use and in-person communication.
Meet Your Recruiter
Dan James
Managing Director
After graduating with an Associates Degree in Business Administration from Westchester Community College Dan wasn't sure exactly what he wanted to do. In February 2013 he decided to put his knack for connecting people with one another to work when he joined The Phoenix Group. When he's not in the office you can find him skiing, golfing, or spending time with his family.
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Ready to embark on an exciting career journey in the vibrant city of Providence, Rhode Island? Explore our job opportunities in the heart of this charming city known for its historic architecture, renowned universities, and thriving arts scene. With exceptional dining options like Federal Hill's renowned Italian restaurants, the stunning WaterFire art installation, the captivating performances at the Providence Performing Arts Center, and the scenic Roger Williams Park for outdoor adventures, Providence offers a unique blend of culture, history, and opportunities for personal and professional growth. Join us in discovering the career possibilities this enchanting city has to offer!