Office Manager - Large Law Firm

Am Law 100 firm in Downtown Boston seeks a skilled Office Manager for a highly visible role within the firm.

Office Manager - Essential Functions:

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. Key duties include:

• Supervision of non-attorney personnel including paralegals, legal assistants, receptionist, clerks and other staff: allocating work, scheduling temporary coverage in accordance with office policies, assisting in attorney review of legal assistants and paralegals, reviewing of other staff, periodic staff meetings, complaint resolution, determining staffing needs 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 collecting 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 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.

• 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

• Responsible for administration of client escrow accounts, where applicable, in accordance with established legal guidelines, including enrollment of accounts with financial institutions, general bookkeeping, deposits, disbursements and all other transactions. (Majority of escrow accounts are real estate transaction based.)

• 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, workrooms, 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 consistently 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.

• 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.

• Other duties such as talents, interests and needs permit to support firm-wide coordinated efforts.

Qualifications:

Education: Degree in management/administration or equivalent experience.

Experience: Minimum five years management/supervisory experience in a law firm or

legal department. Knowledge of federal and state regulations.

Skills: 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