Job Description
Office Manager Job Description
The Office Manager is a jack of all trades and must know a little bit about every position in the office. Job duties can change by the day, depending on what is needed, but above all else, your job is to make sure the business side of the firm runs smoothly. You are one of the most important people in our firm, and your job requires a great deal of organization and discretion in order to build trust with everyone at the firm. Doing so can include any of the following, keeping in mind that different things will be needed on different days, depending on what issues arise:
HR Functions
Work with our PEO and Partners to perform human resource functions, ensure the firm is complaint with all applicable employment policies, laws, and state-specific issues that arise
Address any employee issues on both the employee and employer side
Maintain employment files
Assist with recruiting, hiring, onboarding, training, and supervision
Assist partners in developing and implementing new employee training materials to streamline the onboarding process.
Conduct exit interviews for departing employees
Financial Duties
Work with our bookkeeper, Partners, and financing partners to manage firm funds effectively, pay bills, manage the books, run reports, and make recommendations about how the office can run more efficiently.
While our bookkeeper is primarily charged with logging all firm expenditures, you will be responsible for issuing checks for bills that need to be paid by the firm, monitoring firm accounts for irregularities or mistakes, and managing other financial transactions made by or on behalf of the firm.
Collaborate with Partners and firm accountant to ensure taxes are accurately and timely filed.
Ensure the books are balanced every month (in consultation with the bookkeeper and Partners) and further ensure the firm is complying with all ethical and legal financial obligations.
Run monthly reports for partners and financial partners
Run monthly reports for MDL Common Benefit Submissions
Office Management
Troubleshoot IT issues
Order supplies as needed
Schedule and run firm meetings and partner meetings
Manage mail
Work with Partners and paralegals to build out case management system on an as needed basis
Marketing
Collaborate with Partners and external marketing partners to oversee firm marketing, which may include:
Website(s)
Social media
Blog posts
Marketing emails, webinars, etc.
Marketing events
CLEs, Memberships, and Other Partner Commitments
Manage deadlines and submissions for CLE reporting
Register partners for conferences and/or book hotels as necessary when group discounts are available
Intake
Manage internal and external intake assistants
Collaborate with partners and intake team to ensure intake criteria is clearly established and written down for intake team
Write and Update Firm Policies and Procedures