Office Manager

JOB TITLE: Office Manager

DEPARTMENT: Administration

OFFICE: Boston

Overview: Duane Morris LLP, a global law firm with 900 attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets.

Summary: The Office Manager has responsibility for the daily execution of firm policies and procedures and for the administrative operations of the office. The Office Manager is charged with coordinating all local functions with the appropriate firm-wide administrative staff.

Responsibilities and Duties:

• Supervision of non-attorney personnel including paralegals, legal assistants, receptionist, clerks and other staff. The Office Manager is responsible for allocating work, scheduling temporary coverage in accordance with office policies, assisting in attorney review of legal assistants and paralegals, reviewing of other staff, conducts each staff member’s review and conveys salary information with each staff member, holds periodic staff meetings, complaint resolution, and timely maintenance of time and attendance records.
• Hiring, employee relations, and termination of non-attorney personnel, in coordination with the affected attorneys and the firm-wide Human Resources department.
• Orientation of new attorney and staff personnel including personnel and accounting forms; instruction in office facilities, equipment and procedures; coordination and scheduling of computer training by firm-wide training staff; explanation of benefit plans; obtaining office supplies; and coordination with building management regarding office security pass, lobby listing, etc.
• Responsible for supporting Marketing initiatives including serving as local point person regarding marketing materials; consulting with attorneys to maintain proper supply of materials; understanding what attorney projects are coming up for proper planning; serving as marketing resource for larger projects; and awareness of potential publicity developments. On occasion, plan, oversee and attend in-office marketing client seminars and evening receptions, working with local vendors and the Marketing department as needed.
• Responsible for the support of Library Services initiatives including being point of contact for the coordination of local library services; notifying Library Services of issues before they escalate; proactively monitor space issues; assuring library filing gets done timely and accurately. In offices where applicable, oversee the professional filers. Coordinate training sessions with outside vendors such as Lexis and Westlaw.
• Responsible for administration of client escrow accounts, where applicable, in accordance with established legal guidelines, including enrollment of accounts with financial institutions, general bookkeeping, make IOLTA account check deposits, disbursements and all other transactions. Responsible for writing checks out of the office Operating Account as needed, writes out and cashes petty cash check as needed, maintains Excel spreadsheets, updating balances and sends all transactions to Accounting twice per month. Maintains a Firm corporate American Express and Visa Cards for use by paralegals and attorneys for court filing fees and filings at the Ma Secretary of State’s office. Keeps track of receipts and information is entered into Chrome River for reconciliation and payment monthly.
• Having a working knowledge of risk management to monitor compliance with firm risk management practices, including client intake, lateral partner integration and records management processes and systems.
• Maintaining firm standards and practices related to use of office space including conference rooms, work rooms, file rooms and the management of vacant offices, workstations and storage areas, as applicable.
• Maintaining firm standards and practices related to delivery of office services including copy/fax, US mail, accountable mail (FedEx, UPS), messenger, conference room and hospitality.
• Maintaining appropriate levels of office supplies consistent with firm purchasing practices.
• Ensuring the operation and maintenance of all office equipment including printers, copiers and fax machines are consistent with firm practices and vendor agreements. Assist IS department with local IS issues. Where appropriate, and in coordination with firm contracts, interact with third party vendors for copier, supply, fax machine, food vendor and cleaning service issues.
• Interacting with building management for maintenance and other ordinary course issues. Assist as needed with office planning, construction, and related projects. Handles all internal office moves with the attorney and/or legal assistant when necessary.
• Scheduling and facilitating video conferences for attorneys and staff, including set up of equipment.
• Assisting with the development and improvement of firm policies and procedures.
• Plans all office functions including the annual Holiday Party, bi-annual Summer Outing and any other in-office events and get-togethers.
• Processes all office attorney group annual membership renewals in various professional organizations
• Other duties as talents, interests and needs permit to support firm-wide coordinated efforts.

Required Qualifications, Skills, and Experience Education and Experience:

• Degree in management/administration or equivalent experience.
• Minimum five years management/supervisory experience in a law firm or legal department. Knowledge of federal and state regulations.
• Ability and willingness to manage and balance a variety of activities and a wide range of responsibilities, ability to manage personnel and interpersonal issues, excellent communication skills, judgment and decision-making skills, bookkeeping and financial transaction skills, computer literacy and technical ability.

Annual salary range: $120,000 - $150,000

Compensation will be commensurate with the candidate’s experience, education, professional background, and demonstrated qualifications

BENEFITS:

• Comprehensive healthcare, dental, vision, and prescription plans.
• Commuter, HSA and FSA spending accounts
• Short-term and long-term disability and life insurance coverage
• 401k and Pension Plan
• 20 vacations days, 11 paid holidays
• Employee Referral Bonus ($3,000.00)

ACCOMMODATION STATEMENT: If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.

CALIFORNIA APPLICANTS: Please visit our Privacy Notice and to learn about our information practices in the application and employment context.

Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements. In addition, Duane Morris reserves the right to amend, suspend or terminate any benefit plan, in whole or in part, at any time. The authority to make such changes rests with the Plan Administrator