Position SummaryThe Operations & Human Resources Manager is a senior, hands-on role that oversees office operations and leads the human resource's function and across the firm's San Jose, Pleasanton, and San Mateo offices. This position is ideal for an experienced law firm HR professional with supervisory and office operations experience who thrives on keeping a firm running smoothly while serving as a trusted resource to leadership and employees. This position requires the exercise of independent judgment and discretion with respect to confidential employee information and sensitive personnel matters.
Key ResponsibilitiesHR Administration & Compliance- Serve as a key HR resource to firm leadership, including the COO and Managing Shareholder, on personnel matters and staffing needs
- Partner with the COO on staffing plans, compensation reviews, and improvements to HR processes and systems
- Develop, implement, and maintain HR policies, procedures, and the employee handbook in line with firm goals and legal requirements
- Ensure compliance with federal, state, and local employment laws, including required notices, postings, and mandatory training such as harassment prevention
- Maintain strict confidentiality of personnel files, HRIS records, compensation data, and other sensitive employee information
- Manage workers' compensation matters, including claims documentation, incident reports, and return to work coordination
Benefits Administration- Administer employee benefits programs, including medical, dental, vision, life insurance, HSA, and 401(k) programs
- Coordinate and manage the annual open enrollment process, including employee communications and presentations
- Partner with brokers, carriers, and plan providers at renewal to evaluate offerings and recommend changes
Employee Relations & Leave Management- Independently manage leaves of absence, including FMLA, CFRA, PDL, ADA accommodations, and other statutory and company-provided leaves
- Provide guidance and support to managers and employees on employee relations matters, including workplace concerns, conflict resolution, and disciplinary actions, elevating issues to firm leadership as appropriate
- Manage performance improvement processes and documentation, partnering with supervisors to address performance concerns
Recruiting & Onboarding- Lead full-cycle recruiting for business professionals (non-attorney roles), including job postings, candidate screening, interviewing, and offer management
- Manage onboarding and offboarding for business professionals and attorneys, including paperwork, workstation readiness, and first-day logistics at each office
- Coordinate the annual performance review process for business professionals
Payroll & Timekeeping- Manage and process firm payroll accurately and on schedule, including new hires, terminations, compensation changes, and deductions
- Administer timekeeping and paid time off tracking, ensuring compliance with California wage and hour requirements, including meal and rest breaks, overtime, and final pay
- Reconcile payroll with benefits deductions and coordinate with accounting on payroll reporting
Office Operations & Facilities- Oversee day-to-day operations of the San Jose, Pleasanton, and San Mateo offices, ensuring each location is well run, properly staffed, and fully supported
- Supervise legal assistants, reception, and office services staff, including scheduling to maintain consistent coverage at each office
- Oversee facilities at all three offices, partnering with property management on building maintenance, repairs, and staff concerns, and ensuring workplace hazards are identified and addressed
- Coordinate office moves, space planning, workstation setup, parking assignments, and office supply needs
- Maintain firm safety, emergency preparedness, and ergonomic programs
QualificationsRequired:- Minimum of 5 years of progressive human resources experience, preferably in a law firm, with hands-on responsibility for benefits administration, leave management, and employee relations
- At least 2 years supervising staff, such as legal support, administrative, reception, or office services teams
- Experience with office administration or operations, such as facilities, vendor management, office services, or office moves
- Prior experience within a law firm or other professional services environment
- Demonstrated experience processing payroll and administering timekeeping
- Strong working knowledge of California employment law, including wage and hour, leave administration, and anti-discrimination statutes
- Ability to manage operations across multiple offices and travel regularly between the San Jose, Pleasanton, and San Mateo offices
- Highly organized, with the ability to prioritize, multi-task, and move easily between operational and HR responsibilities
- Ability to exercise sound judgment and maintain strict confidentiality in handling sensitive personnel matters
Preferred:- SHRM-CP, SHRM-SCP, or PHR certification
- Experience with Paylocity or similar HRIS and payroll platforms
- Experience managing facilities and vendor relationships for a multi-office firm
- Bachelor's degree in Business Administration, Human Resources, or a related field
Compensation and BenefitsThe annual base salary for this position ranges from $145,000 to $175,000. This range reflects the firm's good faith estimate of potential compensation, which may vary based on experience, qualifications, and skill set.
Recruiter NoticeHoge Fenton is not accepting recruiter or agency submissions for this position. Unsolicited resumes from search firms will not be considered, and no fees will be paid for candidates submitted without a prior written agreement.
