Office Manager

Purpose of the Job:

The Office Manager and Receptionist will play a dual role, managing the front desk of our law office while providing leadership and oversight to our administrative staff. This position requires a blend of excellent customer service skills, strong organizational abilities, and the capacity to handle managerial responsibilities. The successful candidate will ensure a welcoming and efficient office environment, manage daily administrative operations, and support the firm’s attorneys and staff in delivering top-tier legal services.

Key Responsibilities:

Receptionist Duties

·        Front Desk Management: Greet clients, visitors, and vendors in a professional and courteous manner to ensure a positive first impression.

·        Phone and Communication: Answer, screen, and direct incoming calls, emails, and inquiries promptly and courteously, taking detailed messages as needed.

·        Appointment Scheduling:  Coordinate attorney and staff calendars, schedule client meetings, depositions, and court appearances, and manage conference room bookings. 

·        Mail and Deliveries: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and coordinate courier services.

·        Office Appearance: Maintain a clean, organized, and professional reception area that reflects the firm’s high standards.

Office Manager Duties

·        Administrative Oversight: Supervise and coordinate the work of administrative staff (e.g., clerks, paralegal assistants), ensuring tasks are completed efficiently and accurately.

·        Staff Management: Track employee absences, vacation requests, and sick leave; maintain attendance records and coordinate coverage as needed.

·        Issue Resolution: Serve as the primary point of contact for administrative staff complaints or concerns, resolving issues fairly and escalating to the Managing Attorney when necessary.

·        Resource Management:  Monitor and order office supplies, equipment, and services (e.g., copier maintenance, IT support), ensuring the office operates smoothly. 

·        Policy Implementation: Assist in developing and enforcing office policies and procedures to improve workflow and maintain a productive work environment.

·        Vendor Coordination: Liaise with vendors (e.g., cleaning services, IT providers) to ensure timely and cost-effective service delivery.

Required Qualifications:

Education:

·        High school diploma required; associate’s or bachelor’s degree in business administration or a related field preferred.

Experience:

·        Minimum of 3–5 years of administrative or office management experience, preferably in a legal or professional services environment.

·        Previous experience in a receptionist or front-desk role is highly desirable.

Skills:

·        Strong organizational and multitasking abilities.

·        Excellent verbal and written communication skills.

·        Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

·        Ability to maintain confidentiality and handle sensitive information with discretion.

·        Professional demeanor and ability to interact with clients and staff at all levels.

Physical Requirements:

·        Ability to sit, stand, and move around the office as needed.

·        Occasional lifting of office supplies or packages (up to 25 lbs.).

Performance Measures:

Goals:

·        Maintain a professional and welcoming office environment.

·        Ensure efficient administrative support and staff supervision.

·        Provide accurate and timely scheduling and resource management.

Competencies:

·        Strong attention to detail and problem-solving skills.

·        Ability to manage competing priorities effectively.

·        Adaptability to changing office needs and procedures.

Working Conditions:

• Office-based role with occasional responsibilities requiring flexibility in hours.
• Fast-paced professional environment with frequent client and staff interactions.