Job Summary:
The Operations Manager will oversee the general administrative function and activities of the office and serve as Executive Assistant to Managing Member/Founder of the Firm. This position reports to Director of Operations with a dotted line to Managing Member/Founder.
Supervisory Responsibilities:
- Oversee the daily work activities of the office.
- Supervise, train and schedule administrative staff.
- May handle or assist with hiring, discipline and termination of employees in accordance with company policy.
Duties/Responsibilities:
- Ensure office equipment, order supplies, and coordinate with building maintenance and IT services whenever needed.
- Process Optimization: Build efficient intake workflows and design cross-department procedures.
- Governance & Compliance: Assist the Director of Operations with corporate recordkeeping, risk management, and audit preparation.
- Manage Aging of all overdue invoices by using the Clio CRM sotware..
- Assist Managing Member/Founder with executive assistant duties such as managing calendar, manage emails, and make travel arrangement; all while always maintaining confidentiality.
- Oversee petty cash fund administration.
- Lead and delegate clerical staff with assigned administrative duties such as screening and directing incoming calls, sorting, scanning and distributing mail, and preparing documents.
- Lead and delegate to ensure office files are properly secured; implement an efficient system for other staff to access files and records.
- Support the Founder/Managing Member with the following tasks:
- Manage the office calendar by scheduling and monitoring deadlines/meeting times.
- Setting up and scheduling speaking engagements.
- Client Intake: communicate with potential and current clients regarding matters and billing questions.
- Liaise with case management software team on updates and troubleshooting.
- Work with Office Coordinator to record client payments from intake to consultation meetings.
- Ensure potential conflict checks, initial facts, and signed agreements are complete before passing files to lawyers and paralegals.
- Audit intake calls, review notes, and enforce script compliance and empathetic communication.
- Move client matters the stages until matters are closed.
- Perform other related duties as assigned.
Required Skills/Abilities:
- Extensive knowledge of office management procedures.
- Ability to work in a fast-paced, deadline driven office or hybrid environment.
- Skills: Strong project management, tech-savviness, data analysis, and cross-functional communication
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong leadership skills
- Intermediate to Advanced Level and proficiency with Microsoft Office Excel, Word and
Education and Experience:
- Associate degree in office or business administration or related field preferred. High school diploma or G.E.D. must have a minimum of 5 years of office management experience in a law firm.; Bachelor's degree preferred but not required.
- A minimum of three years of management experience overseeing staff and/or 3+ years working in legal operations, project management, or senior paralegal roles.
- Ideal candidate will have 10+ years of senior administrative experience, preferably supporting legal or corporate executive teams.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 to 20 pounds at times.