Office Manager

Position: Office Manager - Central Texas Office GTN is looking for an Office Manager located in Austin, Texas Overview: The Office Manager for the Central Texas Office will oversee day-to-day office operations, ensuring a productive and supportive environment for staff, clients, and visitors. This role will liaise with the Houston and Dallas offices, support attorneys and legal assistants, manage administrative teams, and coordinate facilities and resources to ensure smooth office functioning. Primary Responsibilities: Office Operations and Administrative Support Act as the primary liaison between the Central Texas office and the Houston and Dallas offices. Provide support to attorneys and legal assistants as required. Coordinate and manage the office administration team to achieve optimal performance, handle workload distribution during absences, and resolve administrative challenges. Oversee training, performance evaluations, and work closely with HR and Partners to implement corrective actions as needed. Facilities and Maintenance Coordination Manage building maintenance and handle work order requests; assist in emergency situations related to office operations. Collaborate with the Facilities Manager on building operations to ensure functionality and compliance. Parking and Visitor Logistics Liaise with building management to coordinate parking for clients and guests. Arrange alternative parking options as needed and manage board client contacts. Human Resources Support Work with the HR Director to coordinate interviews, evaluations, on- and off-boarding processes, training schedules, and employee relations. Oversee office conditions, employee communications, annual insurance enrollments, safety reports, and workers’ compensation claims. Records and Calendar Management Oversee file and chart management for Central Texas District accounts, meeting schedules, and official notices. Maintain the office calendar, ensure accurate scheduling of meetings and events, and manage conference room availability. Coordinate with the Records Director on e-filing and record maintenance. Meeting and Event Coordination Facilitate meetings, meal arrangements, and client readiness; direct Office Assistants as needed. Coordinate annual publications, subscriptions, vendor accounts, and supply orders. Manage the arrangement of celebratory and personal events, such as birthdays, retirements, and holidays. Financial and Security Responsibilities Process checks and collaborate with the Finance Director to maintain financial records. Manage the office safes and user access, ensuring the security of sensitive materials. Make business purchases and manage expense receipts and billing with the Finance Director. Office Inventory and IT Support Maintain inventory of office and break room supplies. Troubleshoot minor IT issues and coordinate with tech support for AV and other technical needs. Facilitate setup for new hires, guest workspaces, and internal office relocations. Event and Travel Planning Act as Event Coordinator for office gatherings, securing venues, arranging catering, rentals, and managing invitations. Organize transportation for off-site meetings and coordinate logistics for travel and hotel arrangements for team events. General Office Management Manage the main office phone line, incoming and outgoing packages, and the prompt distribution of mail. Organize office storage and arrange deliveries to off-site storage when needed. Prepare agendas and print materials for firm meetings and office trainings. Communicate office and firm updates to the Austin team in a professional manner. Key Skills and Qualities: Professional demeanor and a positive, "host" mindset. Strong proficiency with Windows applications. Creative problem-solving abilities with a proactive, assertive approach. Excellent organizational skills, with the ability to prioritize tasks and delegate effectively. Adaptable to a fast-paced environment with the ability to manage multiple projects simultaneously. This position is vital to creating a supportive and efficient environment for all team members and visitors within the Central Texas Office, requiring strong leadership, organization, and interpersonal skills.