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 firms 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 firms 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: Bachelors 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.