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.
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.
Salary: $55,000 - $90,000