Office Manager

Office Manager Boston Massachusetts

Job

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. The Office Manager oversees the staffing ratios in the office, determining staffing needs, and works with the attorneys and legal assistants to create work teams which are balanced and meet the work needs of the group. 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 other staff, conducting each staff member’s review and conveying salary information with each staff member, holding periodic staff meetings, complaint resolution, determining staffing needs and timely maintenance of time and attendance records.
  
  The Office Manager is the approver on all staff time off requests and assigns Legal Assistant coverage to attorneys during absences. The Office Manager ensures all staff participate in the various training programs (for example, Pacer Pro, Milana) in order to adequately do their job.
• 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 photo security pass, lobby listing, etc. The Office Manager interacts with the building’s parking garage manager on the office’s allotted eight (8) parking spaces provided at a reduced monthly rate per the Lease agreement.
• 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, the Office Manager plans, oversees and attends in‑office marketing client seminars and evening receptions, working with local vendors and the Marketing department as needed.
  
  The office has a large number of Boston Red Sox games and Boston Bruins & Celtics games for client and business development use. The Office Manager is responsible for putting a calendar of games together, sending it to attorneys, keeping it updated, forwarding the electronic tickets to attorneys, etc. The Office Manager has been responsible for forwarding Red Sox tickets to an external group of 5‑7 people, collecting payment for the same and sending to Accounting.
  
  At the end of each season, the Office Manager compiles a Usage Report for the Managing Partner and the Chief Financial Officer.
• Responsible for the support of Library Services initiatives including: being point of contact for coordination of local library services; notifying Library Services of issues before they escape; proactively monitoring space issues; assuring library filing gets done timely and accurately; and, relaying concerns expressed by attorneys and staff. In offices where applicable, oversee the professional filers; coordinate training sessions with outside vendors such as Lexis and Westlaw;
  
  and insure that trainers have appropriate space and technology for presentations.
• Administration of client escrow accounts, where applicable, in accordance with established legal guidelines, including enrollment of accounts with financial institutions, general bookkeeping, making IOLTA account check deposits, disbursements and all other transactions. (Majority of escrow accounts are real‑estate…