Office Manager (Part-Time)

Who we are
Smokeball helps law firms bill more without their clients paying more. Intriguing, right? We were founded by technology leaders with more than 20 years of experience in delivering impactful legal technology products. Our leadership continually strives to develop a company, culture, and team that share a profound love for the law and is compelled to help small law firms find success. Our mission isn't simple, but it is straightforward: help small law firms be successful businesses so that they can better serve our communities.
What makes us special?

1. Culture is sacred.As a 'Best Places to Work' winner four years in a row, we believe company culture is the single most important ingredient to our success. At the end of the day, it is all about our people.
2. Thebest productin Legal Tech.We think deeply about the challenges small law firms face. We do not bother with simply delivering a "faster horse," we drive innovations that truly enhance the lives and businesses of our clients.Check out our ratings onG2,Capterra, andGoogle.
3. The Legal Tech industry is estimated to be worth around $15bn and is growing every year. Smokeball is growing right along with it, and we like to take our people with us.

What we need
Smokeball is ready to come back to the office and with that, we are seeking an experienced, energetic, and organized Office Manager. This pivotal role will sit on the People & Culture Team and lead the charge in our day-to-day office operations while delivering a legendary employee experience to our Smokeballers. Our Office Manager will have the opportunity to positively impact and sustain our amazing work culture, build relationships with people of all levels at Smokeball, and be an advocate for employees' needs. Our ideal candidate is self-motivated, has impressive organizational and project management skills, is an excellent communicator, and has impeccable attention to detail. This is a part-time job, 3 days a week.
A day in the life:

• Ensure the office is running smoothly and maintain a clean and sanitary office environment
• Maintain office and kitchen supply inventory, ordering and restocking as needed
• Be an integral part of the New Hire Onboarding process from communicating with incoming employees, ordering tech equipment, welcoming them to our office, and providing a tour

• Lead the Smokeball Social Crew to plan and execute meaningful employee engagement initiatives, such as happy hours, wellness programs and all-company parties
• Facilitate effective communication across multiple channels (email, Slack, in-person)
• Manage contract and price negotiations with office vendors and service providers
• Coordinate annual update to workplace safety procedures and employee training
• Assist with booking hotel & flight accommodations for employees
• Project manage the logistical aspects of office reorganizations or relocations
• Ensure sensitive information remains confidential and is handled professionally
• Coordinate our weekly office lunch catering and catering for events
• Work with building management to address any safety, security, or maintenance issues.
• Enter all new employees and guests into building and office security system, manage employee badges
• Collect and distribute company mail daily, including marketing gifts and company swag, collecting, scanning and sending documents to appropriate employees, and shipping
• Assist the People & Culture Team with additional HR tasks as needed

What you bring

• 2+ years of experience working in an administrative or office management role
• Proven organizational and project management skills
• Strong sense of urgency and ability to multi-task in a fast-paced work environment with changing priorities
• Excellent interpersonal, organizational, and communication skills

• Strong problem-solving skills with the ability to make thoughtful decisions and recommend creative solutions
• Proficiency with Microsoft Office Suite
• Approachable demeanor with an innate desire to be helpful
• Capable of lifting up to 25 pounds at a time
• Must live in Chicago and able to work from the office 3 days a week

Your future team
Manager
Andrew: Hi! I'm Andrew. I'm the Director of People & Culture here at Smokeball. I've been here for just over a year, and I love everything that we get to do as a team here. We have a real opportunity to make a positive impact on our employees' experience at Smokeball, and it's my job to help you do this successfully. To me, it's a real privilege to manage someone in this role, and I'm excited to work together on some great stuff!
Teammates
Yvette: Hi! I'm the People Team Coordinator and I've been with Smokeball since October 2021. Smokeball has given me an opportunity to grow my career in HR, and I love to be able to have a direct, positive impact on our employees' experience. My favorite parts about working here are getting to onboard our new hires and working with so many kind, collaborative people. Outside of work, I'm passionate about illustration and music. You can find me exploring the outdoors with my husband, dancing at a concert, or painting while our 2 cats keep me company.
Life at Smokeball

• Great Culture: Named Crain's 2022, 2021, 2020, & 2019 Best Workplaces, Inc. Magazine's 2018 Best Workplaces
• Work-Life Balance: 20 vacation days, 7 sick days, 6 reboot days, 10 paid holidays, birthday off, volunteer time, and more!
• Career Growth:Smokeball believes in investing in our own people and promoting from within. Our own President started at Smokeball as an Account Manager!
• Benefits:Excellent medical coverage, 401(k) match, monthly wellness stipend, generous parental leave
• Transparency:We keep employees in the loop through monthly global huddles and local standups where we discuss company goals, updates, new hire introductions, etc.
• The Office:The kitchen is stocked with breakfast items, snacks, and beverages, and we have plenty of games to help you relax (ping-pong, billiards, pinball, board games, video games).
• Fun Events:In-person happy hours, virtual game nights, family-friendly events, and so much more
• Convenient Transit:We're located in the heart of downtown Chicago, in walking distance from all major modes of transportation

The values we live by
Creating and fostering a great culture is just as important as providing a great product. At Smokeball, we don't have Core Values for show, we live and breathe them every day.

• Caring is not optional
• Make it happen
• Deliver legendary service
• Innovate for the client, not the press release
• Be frank
• Keep listening, keep learning

These values inform every strategic decision we make and guide our behavior with every person we meet. When we are bringing new team members into Smokeball, we look for compassion, drive, keen judgement, varied perspectives, and no egos.
What DEI means to us
At Smokeball, we believe that "caring is not optional." We respect everyone, no matter who they are, what they look like, who they love, where they come from, how they identify, what they believe in, what abilities they have, or what they are trying to overcome. Smokeball is committed to utilizing community partnerships, education, events, and hiring to create a diverse, equitable, and inclusive environment for everyone we interact with.
Learn more about our DEI program here.
More, more, more!
Why do we do what we do? Where did the name 'Smokeball' come from? How do we give back? Learn morehere.
* Smokeball is an equal opportunity employer and committed to providing an open, welcoming environment for everyone.