Legal Office Manager

Job Description:

Essential Job Requirements:

Human Resources Management:

• Oversee support staff including Legal Secretaries, Office Services and Receptionist.
• Partner with Human Resources and the Recruiting team on local staff hiring and the new hire orientation/integration/I-9 process for attorneys and staff.
• Maintain a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff.
• Manage the evaluation process for the BSG staff, providing input on promotion and compensation.
• Resolve general support staff issues, conduct performance coaching, and implement disciplinary actions, as needed, in coordination with the Director of Human Resources.
• Plan, assign, and direct work, appraising performance, and resolving issues.
• Approve work hours, PTO, and overtime.

 Facilities Management:

• Manage office-based contracts.
• Working with the Office Managing Partner, assign office and desk space to new employees, including lawyers, paralegals, and BSG.
• Manage office facilities and office supply inventory.
• Arrange for repairs and maintenance of the office space such as painting, carpet cleaning, furniture repair, etc.
• Coordinate in-house office moves and lateral attorney offices moves.
• Work with building management on day-to-day facilities issues such as building security, cleaning and maintenance, HVAC, emergency preparedness and general tenant issues.
• Oversee the operation and maintenance of office facilities such as safety programs, security systems, supplies, and equipment.

Financial Management:

• Identify, approve, and manage communications with vendors.
• Assist in the preparation of the office operating expense budget and monitor monthly budget variance analysis and cost control.
• Enter, reconcile and approve all local administrative expenses in Chrome River.
• Ensure that all items are invoiced and paid on time.

General Administration:

• Responsible for the overall day-to-day administration of the office.
• Assist with special projects and office events.
• Act as a liaison with general and administration departments (e.g., Finance, IT, Human Resources, Records).
• Work closely with the Office Managing Partner in planning and execution of office-related initiatives and events involving staff and attorneys.
• Local level policies and procedures interpretation and implementation.
• Ensure IT/AV support and maintenance.
• Performs other duties as assigned.

Job Requirements:

Skills, Knowledge, and Abilities:

• College degree, preferably in management;
• 3+ years of administrative management experience in a large, multi-office law firm or professional service setting;
• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment;
• Must possess excellent communication skills and be able to communicate effectively at all levels of firm’s structure.
• Solid working knowledge of the Microsoft Office Suite.
• Must maintain confidentiality and exercise good judgment;
• Must have strong business understanding, leadership, organizational and analytical ability; and
• Ability to work outside normal business hours to support 24x7 operations.