Firm Operations Manager - New York, NY

Only for registered members New York, NY, United States

6 hours ago

Location: Upper East Side - Manhattan · Structure: Hybrid- 2 days/week in the office · Salary Range: $85,000-110,000 · Position Summary · The Firm Operations Manager serves as the operational backbone of the firm, ensuring consistency, accuracy, and follow-through across client s ...

Job description

Location: Upper East Side - Manhattan
Structure: Hybrid- 2 days/week in the office
Salary Range: $85,000-110,000
Position Summary
The Firm Operations Manager serves as the operational backbone of the firm, ensuring consistency, accuracy, and follow-through across client services, billing, office management, and

executive support. This is a hands-on, execution-focused role designed to bring operational calm and administrative relief as the firm continues to grow. The position emphasizes structure, accountability, and alignment with partner priorities. It is not a strategic leadership or "chief" role; rather, it is a high-ownership management position responsible for ensuring systems function smoothly and reliably. The role is designed to grow over time, with increasing operational responsibility based on performance and firm needs.

Key Responsibilities
Client Lifecycle & Administrative Oversight

Manage inbound client inquiries from initial contact through engagement
Draft and send engagement letters and proposals
Maintain an accurate and up-to-date client pipeline tracker
Implement and manage structured follow-up cadence (no dropped leads)
Oversee onboarding process, including data room setup and document tracking
Ensure partners are consistently copied on all external communications
Maintain quality control and professionalism in outgoing correspondence

Billing & Accounts Receivable Management

Review and audit time entries for completeness and rate accuracy'
Prepare draft invoices for partner review
Issue finalized invoices upon approval
Track accounts receivable and manage 14/21/30-day follow-up cadence
Maintain AR aging report and flag trends proactively
Identify and correct billing discrepancies before invoices are sent
Accuracy and consistency in billing are critical to this role.

Office Operations & Client Experience

Oversee day-to-day office operations
Order office supplies and manage vendor relationships
Coordinate cleaning services, repairs, and maintenance
Maintain insurance and compliance renewal calendar
Prepare office for client meetings and ensure conference rooms are presentation-ready
Host clients in-office with professionalism and warmth
Coordinate hospitality details, including catering, flowers, and meeting setup
Ensure the office environment reflects firm standards at all times
This role owns the physical and operational integrity of the office environment.

Executive Support

Manage the Managing Partner's calendar with attention to firm priorities
Coordinate meetings and ensure appropriate preparation and follow-up
Maintain a structured "Waiting On" tracker
Provide limited personal scheduling support as designated

Reporting & Accountability

Deliver weekly operations summary to partners including:
Escalate issues early and proactively
Operate within clearly defined decision rights aligned with partner guidance

Skills & Experience

2–5 years of experience in operations, client services, professional services, business administration, or a related environment. Law firm experience is a plus but not required.
Demonstrated experience supporting senior leadership (Partner, Director, Founder, or C- level executive).
Proven ability to manage multiple priorities with high accountability and follow-through.
Strong client-facing experience, including professional written and verbal communication.
Experience managing processes end-to-end rather than completing isolated tasks.
Comfortable reporting directly to firm leadership and managing upward effectively.
Experience tracking deliverables, deadlines, and operational workflows.
High level of discretion and professionalism when handling confidential information.
Strong attention to detail, particularly in financial or billing-related environments.
Proficiency with email, calendar systems, billing/invoicing software, and document management tools.
Ability to identify inefficiencies and implement practical process improvements.

We welcome candidates from adjacent industries (consulting, finance, real estate, healthcare, professional services, startups, or founder-led organizations) who bring transferable operational and client service experience.
Working Arrangements

Full-time position based in Manhattan, NY, with hybrid flexibility.

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