Law Firm Office Manager

Company Description:

Wells Family Law specializes in providing discreet family law services tailored to meet individual needs. The firm focuses on preserving assets, ensuring the well-being of children, and offering practical resolutions for complex family matters. Our mission revolves around delivering compassionate legal guidance and personalized support. The firm is committed to maintaining professionalism and integrity while delivering high-quality service. We are seeking a full-time Office Manager to join our team. Work onsite alongside our team of attorneys and paralegals. We offer competitive benefits and pay commensurate with experience and qualifications.

Overview:

We are a small domestic relations firm seeking a highly organized and proactive, full-time, Law Firm Office Manager to oversee daily operations and ensure the smooth functioning of our office. The ideal candidate will have experience working as an administrator in a law firm, possess the ability to manage attorneys and staff, excellent attention to detail, good communication skills, and a knack for figuring things out on the fly. This role is crucial in maintaining an efficient work environment and supporting the attorneys and staff in their daily tasks.

Minimum Qualifications:

At least three years of law firm office management experience. Understanding of confidentiality and trust account responsibilities. Attention to detail and strong work ethic. Experience and applied knowledge of Word, Excel, Adobe Pro, Clio, Dropbox and Zoom phone and videoconferencing. Excellent phone manners. The ability to figure things out, and a sense of humor.

Duties:

• Manage office operations.
• Handle vendor management, including paying bills, collecting W-9s, negotiating contracts and maintaining relationships with suppliers.
• Oversee calendar management, scheduling calls, meetings, and coordinating intake appointments.
• Maintain accurate filing systems for documents, ensuring easy access to information when needed.
• Manage schedules efficiently to optimize office resources and staff availability.
• Exhibit professional phone etiquette when handling calls, addressing inquiries, and directing communications appropriately.
• Collaborate on employee-related matters, including onboarding new hires and managing employee exit procedures.
• Taking initial client calls, screening potential clients, running conflicts, maintaining the conflicts database, setting up client meetings, welcoming clients.
• Retrieving, reviewing and delivering incoming mail.
• Producing weekly WIP reports.
• Updating client list, adding clients to Clio, adding client codes to copier, setting up client information sheets.
• Ensuring advanced client costs are properly documented and billed through to client.
• Preparation of all client invoice drafts and finalizing same, preparing month end reports, posting client costs and payments, transferring funds between client trust accounts and the business accounts once funds are earned.
• Calculating associate pay after billing is finalized.
• Banking including monitoring bank accounts and credit card balances, working with bookkeeper to balance accounts, managing account payables, answering questions and contact for bookkeeper.
• Point of contact for building, parking, maintenance calls, IT, phone and printer support, ensuring technology is working for all employees.
• Tracking and ordering all supplies.
• Preparing marketing materials.
• Updating budget and preparing year end revenue/expense analysis.
• Assisting with collections.
• Managing new employee requirements, setting up new employees on all systems and benefits, working with bookkeeper re new employees for automatic deposit and payroll, assisting with various benefits plans, liaising with benefits providers.
• Develop and implement training programs to enhance employee skills and performance.

Experience:

The successful candidate will have three years prior experience in law firm office management, bookkeeping or a similar administrative role in a law firm. Key qualifications include:

• Excellent attention to detail and accountability.
• Understanding of confidentiality issues.
• Trust account experience.
• Strong vendor management skills.
• Proficient in file organization systems and document management practices.
• Demonstrated ability to manage attorneys and staff effectively while fostering a positive work environment.
• Experience using Word, Xcel, Adobe Pro, Clio practice management software, Zoom phone and videoconferencing technology.

Compensation:

Please note that the compensation information that follows is a good faith estimate for this position only and is provided pursuant to the Colorado Equal Pay for Equal Work Act and Equal Pay Transparency Rules.

Job Type: Full-time

Expected hours: 40 per week

On site: Denver, Colorado

The annual salary range for this position is $58,000 - $80,000. Actual pay will be adjusted based on education, experience, and other job-related factors as permitted by law. The range may vary above and below the stated amounts, as permitted by Colorado Equal Pay Transparency Rule 4.1.2.

Please submit a cover letter, transcript and resume, with references, to: info@wellsfamilylawcolorado.com.