Job Summary:
The Office Manager will oversee the day-to-day administrative operations of the law firm, ensuring a smooth and efficient work environment. This role involves managing office resources, supervising administrative staff, coordinating office activities, and supporting the firm's operational and business functions. The Office Manager will play a critical role in maintaining a professional atmosphere and supporting the firm's legal team in delivering high-quality services to clients.
Key Responsibilities:
- Oversee daily office operations, including managing office supplies, equipment, and facilities to ensure a well-functioning work environment.
- Coordinate maintenance, repairs, and upgrades to office infrastructure, including IT systems, furniture, and utilities.
- Supervise and manage administrative staff, including legal secretaries, receptionists, and clerks, ensuring efficient workflow and task completion.
- Provide direct administrative support to partners and attorneys, including calendar management, travel arrangements, and correspondence.
- Ensure a high level of client service by managing front desk operations, including greeting clients, answering phones, and handling inquiries.
- Oversee the scheduling and coordination of client meetings, conferences, and events.
- Assist in managing the firm’s budget, including monitoring expenses, processing invoices, and handling accounts payable.
- Collaborate with the finance department to ensure accurate billing and timely collections.
- Assist with recruitment, onboarding, and training of new staff, ensuring they are integrated into the firm’s culture and operations.
- Manage employee records, track attendance, and oversee employee benefits administration.
- Ensure compliance with all legal and regulatory requirements, including maintaining client confidentiality and managing records according to firm policies.
- Implement and monitor office policies and procedures to maintain a secure and compliant work environment.
- Serve as the central point of contact for internal communications, ensuring that information is effectively disseminated across the firm.
- Coordinate office meetings, including agenda preparation, minute-taking, and follow-up on action items.
- Liaise with IT support to ensure the smooth operation of all technology systems, including case management software, document management systems, and communication tools.
- Manage the implementation of new software and technology upgrades, providing training to staff as needed.
- Manage relationships with office vendors and service providers, negotiating contracts, and ensuring the timely delivery of services.
- Oversee the procurement of office supplies, equipment, and services, maintaining cost efficiency and quality.
- Plan and organize firm events, including staff meetings, client events, and holiday parties.
- Coordinate with external venues, caterers, and other service providers to ensure successful event execution.
Qualifications:
- Education: Bachelor’s degree in Business Administration, Office Management, or a related field. A background in legal studies or experience in a law firm is a plus.
- Experience: 3-5 years of experience in office management, preferably in a legal or professional services environment.
- Skills:
- Strong organizational and time-management skills, with the ability to manage multiple tasks and deadlines.
- Excellent interpersonal and communication skills, with the ability to interact professionally with clients, staff, and attorneys.
- Proficiency in office software, including Microsoft Office Suite and legal case management software.
- Strong problem-solving skills and attention to detail.
- Ability to lead and manage a team effectively.
- Knowledge of HR practices, financial management, and office administration.
- Certifications: Certification in Office Management or Legal Administration is a plus.
