Firm Operations Manager

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.