Job Description

The Office Supervisor at Strategic Legal Practices plays a critical role in ensuring the efficient day-to-day operations of the office. This role requires a proactive, highly organized individual who can oversee office services, vendor relations, facility maintenance, supply management, and general administrative support. The Office Supervisor will serve as a liaison between internal staff and external vendors, manage physical and digital office organization, and ensure a consistently clean, professional, and well-functioning office environment.

Compensation & Benefits

$55,000 - $90,000 annually + benefits (healthcare, 401k, PTO, etc.)

Key Responsibilities

Office Administration & Facility Management

• Oversee physical office space organization, including document digitization and office setup for new occupants.
• Conduct regular office and facilities walk-throughs to ensure cleanliness, orderliness, and compliance with maintenance standards.
• Supervise conference room readiness daily — ensuring equipment is functional, rooms are clean, and supplies are stored.
• Coordinate seasonal and holiday office decorations and upkeep, including necessary supplies (e.g., lighting, batteries).
• Support with trial box logistics, document storage compliance, and archive management in coordination with relevant teams.
• Supervise kitchen cleanliness, including weekly refrigerator clean-outs and inventory checks.

Vendor & Services Coordination

• Serve as the primary contact for office-related vendors including cleaning services, mail and delivery services, printer maintenance, shredding services, and more.
• Onboard with all relevant vendors to understand workflows and resolve outstanding issues or service gaps.
• Schedule and participate in walkthroughs with cleaning vendors to maintain and improve cleanliness standards.
• Maintain strong relationships with all vendors and hold them accountable to agreed service levels.

Inventory Management

• Maintain and organize inventory of office and kitchen supplies, including stationery, beverages, snacks, and cleaning items.
• Develop and manage a consistent ordering process for office and kitchen needs (weekly/monthly).
• Ensure proper inventory controls to prevent overstocking or unauthorized removal of supplies.

Mail & Document Handling

• Develop and manage an efficient mail process, including daily scanning, sorting, and distribution.
• Coordinate with internal staff to refine workflows for subpoena downloads and document storage.
• Ensure timely handling and disposition of sensitive or case-related documents, including adherence to timelines for legal holds or appeals.

Technology

• Ensure all conference rooms are fully functional, clean, and equipped for daily use, including AV systems, mirrored screens, and login processes.
• Troubleshoot tech issues in coordination with IT and maintain basic working knowledge of all systems.
• Prepare desks and workstations for new hires.
• Coordinate with Christine Tran and Stanley Chong to ship equipment to remote employees and manage equipment returns during offboarding, including sending boxes and return labels.
• Handle IT-related purchases based on links from Christine Tran; route larger orders to Shawn for approval.

Team Support & Collaboration

• Serve as a central point of contact for general office-related questions and needs.
• Assist with special projects, such as office relocations, holiday events, or new initiatives.
• Maintain master key access and ensure controlled use based on authorization.

Requirements

• 3+ years of experience in office administration, operations, or facilities management.
• Excellent organizational and project management skills.
• Strong interpersonal and vendor negotiation skills.
• Ability to work independently, take initiative, and problem-solve.
• Proficiency in Microsoft Office Suite; comfort with learning new technology and communication tools.
• High attention to detail and ability to juggle multiple tasks simultaneously.
• Experience coordinating with IT and facilities teams is a plus.

Working Conditions

• On-site, office-based role with regular walking, lifting light supplies, and coordinating across departments and vendors.
• May require occasional early mornings or late evenings to oversee specific tasks or vendor access.

Benefits

We’re committed to supporting the well-being and success of our team through a robust and thoughtfully designed benefits package, including:

• 401(k) with Employer Match – Plan for your future with confidence and company support.
• Health, Dental, and Vision Insurance – Comprehensive coverage to keep you and your family healthy.
• Short-Term, Long-Term Disability & Life Insurance – Financial protection for life’s unexpected events.
• Paid Parking – Convenient and covered, so you can focus on your day.
• Generous Paid Time Off – Ample time to rest, recharge, and take care of personal matters.
• Employee Referral Program – Earn rewards for introducing talented individuals to our team.
• Employee Assistance Program (EAP) – Confidential resources for personal and professional support.
• Employee Discount Program – Access to exclusive savings on a variety of products and services.

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