Gottlieb & Greenspan is a rapidly growing law firm at the forefront of healthcare reimbursement litigation, with a specialized focus on disputes arising under the No Surprises Act (NSA). Our firm is known for its high‑stakes advocacy, strategic litigation approach, and commitment to delivering exceptional results for our clients. We pride ourselves on being ethical, respectful, accountable, positive, driven, and committed to excellence.
We are seeking a highly organized, service-oriented, and process-driven Office Operations Manager to oversee the day-to-day management of our Paramus and Fair Lawn offices. This role is responsible for ensuring our offices run smoothly, professionally, and efficiently while providing an exceptional experience for employees, clients, visitors, and business partners.
The Office Operations Manager serves as the central coordinator for office administration, workplace services, vendor management, facilities oversight, supplies, equipment, and office systems. This individual will build scalable processes, establish standard work, and drive continuous improvement across all aspects of office operations while leading our Office Services Coordinators.
Responsibilities:
Office Administration & Vendor Management
Serve as the primary point of contact for office vendors and service providers
Manage relationships with building management, cleaning services, office suppliers, courier services, and workplace vendors
Monitor vendor performance, service quality, and contract compliance
Coordinate vendor onboarding, renewals, and issue resolution
Assist with budgeting, purchasing decisions, and cost management initiatives
Supplies, Equipment & Procurement
Manage procurement, inventory, and replenishment of office supplies and consumables
Establish inventory controls, par levels, labeling systems, and organizational standards
Oversee office equipment including copiers, phones, furniture, and breakroom equipment
Coordinate equipment servicing, repairs, replacements, and vendor support
Identify opportunities for cost savings and operational efficiencies
Office Management & Workplace Experience
Own the day-to-day operation of the Paramus and Fair Lawn offices
Ensure a professional, organized, and welcoming environment for employees, clients, candidates, and visitors
Oversee reception and front-of-house operations across locations
Manage conference room operations, scheduling support, and meeting readiness
Coordinate office communications, workplace announcements, and operational updates
Support employee engagement initiatives, office events, celebrations, and firm-sponsored activities
Partner with department leaders to address office operational needs and improve workplace effectiveness
Facilities & Workplace Operations
Oversee facility maintenance and building-related issues across both locations
Coordinate repairs, preventative maintenance, and workplace improvements
Ensure offices remain safe, clean, secure, and fully operational
Partner with building management on access control, safety, and workplace concerns
Support office reconfigurations, workspace planning, and office moves as needed
Business Operations & Systems
Administer RingCentral, including user setup, changes, troubleshooting coordination, and training
Maintain operational resources, directories, and office documentation
Partner with HR, IT, Finance, and firm leadership on operational initiatives
Support onboarding logistics, office setup, and workplace readiness for new hires
Assist with implementation and adoption of workplace systems and tools
Process Improvement & Operational Excellence
Develop and maintain standard operating procedures (SOPs) for core office functions
Create and manage daily, weekly, monthly, and annual operational workflows
Implement checklists, dashboards, tracking tools, and accountability measures
Drive continuous improvement initiatives focused on consistency, service quality, and scalability
Identify opportunities to automate administrative and operational processes
Business Insurance Administration
Manage business insurance programs and external broker relationships
Coordinate renewals, certificates of insurance (COIs), claims support, and documentation
Partner with Finance and HR on budgeting, reporting, and compliance requirements
Requirements & Qualifications:
5+ years of experience in office management, office operations, workplace services, or business administration
Experience managing multiple office locations preferred
Strong organizational and project management skills
Experience managing vendors, service providers, and operational budgets
Proven ability to build processes, document procedures, and improve workflows
Strong customer service mindset with a focus on employee and client experience
Ability to manage competing priorities in a fast-paced environment
Excellent communication, problem-solving, and relationship-building skills
High attention to detail and strong follow-through
Ability to work onsite Monday through Friday
Salary Range: $75,000-95,000 / year, commensurate with experience
Benefits:
100% employer paid Medical Insurance for employees, starting day 1
100% employer paid Dental and Vision Insurance for employees, starting within 31 days
401(k) with Employer Contributions
Profit Sharing
Cash Balance Plan (similar to pension)
Competitive PTO & Paid Holidays
Friendly, team-focused culture where your work matters
Visit us at www.gottliebandgreenspan.com to learn more!
Gottlieb & Greenspan is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, veteran status, age, or any other protected status under applicable federal, state, or local laws.
Candidates must be authorized to work in the United States and not require sponsorship now or in the future for employment‑based visas, including but not limited to H‑1B, TN, O‑1, or E‑3 classifications.
Gottlieb & Greenspan is committed to providing reasonable accommodations to individuals with disabilities throughout the application, interview, and employment process. Applicants who require accommodation may contact Human Resources to request support.
The duties and responsibilities described above are intended to outline the general nature and level of work performed. They are not an exhaustive or complete list of all tasks, responsibilities, or requirements. Additional duties may be assigned or modified at any time with or without notice.