Office Manager/Firm Adminstrator

Collier Law seeks an experienced Office Manager (internally titled Firm Administrator (FA)).. Minimum requirements: 7-10 years of Human resources or office management experience.  Bachelor’s degree preferred, MBA or similar desired. Compensation dependent on experience/education level; more experienced candidates will be considered – please contact us with minimum starting salary expectations and experience if not in this pay range.

Location: This position is a full-time, onsite role in Salem, Oregon.

Benefits:

·         Employer-paid medical and dental benefits (with family member benefits available at an additional cost).

·         Bonuses paid on individual performance and firm profitability.

·         Company sponsored group term life insurance.

·         Subsidized Courthouse Gym membership.

·         Participation in a 401(k) profit-sharing plan after one year – minimum employer contribution of 3% of salary – last year the amount was 7% of salary.

·         Paid firm holidays – New Year’s Day, MLK Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving (Thursday and Friday), Christmas Eve, and Christmas Day. Role:

Human Resource Functions

·         Determine office needs for new hires, work with Partners and Business Manager to determine needs, pay ranges, and budget for positions

·         Create, post, maintain and remove job posts on various sites (ZipRecruiter, Craigslist, LinkedIn, etc)

·         Review incoming resumes, conduct initial contact with potential candidates; coordinate interview process/logistics

·         Finalize job offers to successful candidates, perform onboarding process (references, background checks, first week agenda, work stations, and materials ready for new hires)

·         Oversee all onboarding and general office training for all new employees in collaboration with the designated trainer and mentor; create, implement and maintain onboarding procedures

·         Oversee, create, revise, update and implement general office training procedures for all staff (non-position related: telephones, Clio, calendar, phone times, technology systems, etc.)

·         Create, review, revise, update and communicate general office policies and procedures; primary point of responsibility for ensuring they are followed (dress code, attendance, tardiness, kitchen, cleanliness, supplies, workflow, etc.)

·         Primary point of contact for performance related issues; in conjunction with partners, address, monitor and remedy performance issues with staff; responsible for creating, issuing, monitoring, and following up on performance improvement plans

·         Identify, respond to, and resolve personnel issues including employee grievances, morale, staffing, workloads, interpersonal dynamics, etc.

·         Oversee offboarding process for terminated employees

·         Ensure HR compliance postings are current and updated; remain current on all Federal, State, and local HR laws and regulations; implement policy changes as needed

·         Regularly review, revise and re-issue employee manual

·         Regularly review, revise and re-issue organizational chart along with communications about staffing/reporting/job duty/position changes

·         Review, revise, update, create and house all firm job descriptions

·         Primary point of contact for benefits management with external benefits providers

·         Create or oversee creation and dissemination of all employee communications

Office Management Functions(Delegate to AFA or maintain as required)

·         Maintain and organize adequate office supply inventory; Delegate errand running

·         Responsible for all firm ordering and procurement (online)

·         Interface with vendors (copiers, janitorial, telephone, facilities, etc.), including reminding employees to work first on resolution directly and individually with Team Logic

·         Interface with landlord for various facilities related issues

·         Oversee receptionist performance of front office related tasks (restroom/kitchen/lobby issues) in communication and collaboration with their direct supervisor

Supervise Part-Time Communications Coordinator/Trainer (in Collaboration with Partners and Business Manager)

·         Delegated tasks for onboarding process and training as needed

·         Employee events (birthdays, team lunches, cards, special appreciation activities)

·         Bi-Yearly Firm retreat planning (logistics, schedule, content coordination)

·         Social media posts

·         Website content and updates; interface with web vendor

·         Holiday gifts to referrals

·         Community relations/nonprofit events coordination

·         Advertising and marketing activities

·         Internal communication/newsletter

·         Other tasks as assigned when not training

Oversee Assistant Firm Administrator/Executive Assistant (in Collaboration with Partners and Business Manager)

·         Review and respond to Partner e-mail, escalating to OM for discussion at meetings as needed

·         Create yearly overall firm calendar; manage Partners’ calendar

·         Assist with external events, presentations, etc.

·         Assist in planning and management of Partner CLE compliance

·         Coordinate and arrange travel when necessary

·         Assist in inventory and supply management

·         Assist in facilities management

·         Assist in event planning as needed

·         Assist in communications as needed

·         Assist partners with other projects/tasks as needed