Office Manager

Job Description Job Description Join a 25-person, dynamic, and collegial law firm based in Westchester, NY. We are seeking an Office Manager/Law Firm Administrator to oversee the day-to-day operations of our practice in an engaging, team-focused atmosphere.

This is an in-office position where you will play an integral role in ensuring our firm’s operations run smoothly and efficiently. Key Responsibilities: 1. Human Resources Coordination: •Serve as the HR and benefits point of contact for all firm employees. •Oversee the onboarding process for new hires and assist management with staff hiring and training. •Support the management team in conducting annual evaluations. •Ensure compliance with employment regulations and maintain updates to the employee handbook as needed. 2.

Daily Operations: •Supervise support staff, including monitoring and approving hours, PTO, and overtime. •Act as the primary liaison with vendors, banks, and office space/building management. 3. Office Culture and Well-Being: •Foster a positive and inclusive office culture. •Develop and implement wellness initiatives and team-building activities. 4. Professional Development and Training: •Coordinate continuing education and professional development opportunities for staff. •Organize internal training sessions on firm policies, procedures, and new technologies. 5.

Financial Operations Management: •Monitor financial transactions and lead the firm’s collections efforts. •Regularly audit vendor contracts to ensure competitive pricing and negotiate discounts when appropriate. 6. Policies and Procedures Development: •Assist the management team with updating and implementing firm policies, ensuring compliance. •Maintain firm insurance policies and oversee the proper handling of case files in accordance with document retention policies. •Manage firm passwords and records of attorney registration; assist attorneys with their registration as needed. 7. Technology Solutions Management: •Administer legal software and case management systems, researching vendors and staying informed on technology advancements. •Liaise with outsourced technology providers to address IT-related needs. 8.

Compliance and Risk Management: •Ensure the firm complies with all legal, regulatory, and risk management policies and procedures. 9. Client Relationship Management: •Manage the firm’s client intake process and maintain exceptional client service standards. •Handle client feedback to continuously enhance client satisfaction. 10. Reporting and Analytics: •Prepare regular performance reports for the managing partner, including financial metrics, HR statistics, and operational insights. 11.

Event Planning and Marketing: •Coordinate firm meetings, events, and offsite activities. •Support client retention efforts with event planning and other strategies. Qualifications: •Experience: 2 years of law firm management and/or administration experience. •Technical Skills: Advanced proficiency in the MS Office Suite and experience with law firm practice management programs. •Traits: Strong organizational skills, the ability to multitask with attention to detail, a positive team-player attitude, and a willingness to work after hours as needed.Accounting Software Systems, ADP - Financial Services, Concur, CRM, Dentrix Dental Software, About Time, Accounting Functions, Accounts Payable (AP), Accounts Receivable (AR), Answering Inbound Calls