Office Manager Administrator

Position Title:

Office Manager

Location:

Durham, North Carolina

Position’s Purpose:

The Office Manager will oversee the administrative operations of the law firm and its departments, ensuring efficient and smooth day-to-day functioning. This role involves managing office services, supporting staff and attorneys, maintaining client relations, and ensuring compliance with legal standards. The Office Manager plays a crucial role in fostering a professional and productive work environment.

Key Responsibilities:

Office Operations: Oversee the management of office supplies, equipment, and facilities. Ensure all aspects of the office function smoothly and efficiently.
Client Management: Act as the first point of contact for clients, managing communications, scheduling appointments, and addressing queries to enhance client satisfaction.
Document and Records Management: Manage the filing, storage, and security of documents and case files in compliance with legal standards.
Billing and Accounting Support: Assist with billing processes, manage invoices, track payments, and support bookkeeping activities.
Calendar and Meeting Management: Organize and maintain calendars for partners, administrative and case related meetings as well as manage deadlines.
Human Resources Support: Assist with hiring, onboarding, and maintaining employee records. Coordinate staff training and development initiatives.
Compliance: Ensure the firm meets legal requirements and standards, managing client confidentiality and data protection.
Marketing and Event Planning: Support marketing efforts and organize firm events to promote the firm and its services.
Vendor Management: Manage relationships with external vendors and negotiate contracts to ensure quality service.

Key Accountabilities:

Maintain operational efficiency and office organization.
Enhance client satisfaction and relations.
Ensure compliance with legal and firm-specific standards.
Support and improve internal communication and processes.
Manage and optimize administrative costs.

Measurements of Performance:

Client satisfaction and feedback.
Efficiency and effectiveness of office operations.
Compliance with legal standards and firm policies.
Achievement of financial management goals (e.g., cost savings, budget adherence).
Employee satisfaction and performance in administrative roles.

Grant of Authority:

Authority to make decisions regarding office supplies, equipment, and vendor contracts within budgetary constraints.
Discretion in handling client information and managing sensitive documents.
Authority to organize office events and coordinate attorney and staff schedules.

Competencies Required for Success:

Leadership and Management Skills: Ability to lead, manage, and motivate staff effectively.
Organizational Skills: Exceptional ability to organize, prioritize, and manage multiple tasks efficiently.
Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with clients, staff, and external partners.
Problem-Solving Skills: Strong analytical and problem-solving skills to address and resolve office issues effectively.
Legal Compliance: Understanding of legal office procedures and compliance requirements.
Technical Proficiency: Competence with office technology, software, and legal management systems.
Adaptability: Ability to adapt to changing priorities and maintain a proactive approach in a dynamic legal environment.