Office Manager KYLMIC

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JOB TITLE

Office Manager

JOB

KYLMIC1

INDUSTRY

Legal services

LOCATION

LATAM / PH / South Africa / Egypt (Strong English)

JOB STATUS

Full Time

WORK SCHEDULE

8:00am to 4:00pm or 9:00am - 5:00pm Central Time

SALARY

$7 - $9

TARGET START DATE

ASAP

About the Client:

The client is a U.S. based process serving company that works directly with law firms. The business manages service of process jobs from intake to completion, including dispatching contractors, communicating with attorneys, and delivering final documentation and invoices. The owner has been running the business solo for years and is now focused on scaling operations, organizing processes, and creating structure to support long term growth.

About the Role:

This role is designed to be a true right hand to the owner. The Virtual Assistant will act as an Office Manager, overseeing daily job flow, communications, and follow ups with both contractors and clients. The ideal candidate is a self starter who can work independently, think critically, and manage tasks without constant supervision. Beyond daily operations, this role will also support business improvement by helping document processes, build SOPs, and bring order and polish to the operation.

Key Responsibilities

• Job Delegation: Manage the proprietary process serving CRM to log jobs and delegate them effectively to contractors.
• Workflow Oversight: Monitor all active jobs to ensure they are being worked on schedule and troubleshoot any issues that arise for servers or clients.
• Contractor Coordination: Send necessary legal forms to contractors, ensure they are signed, and manage the return/filing process.

• Inbox Triage: Manage all email correspondence, responding to inquiries with high professional standards.

• Financial Admin: Provide service quotes to potential clients and manage the invoicing process upon job completion.
• Client Liaison: Act as the primary point of contact for law firm clients to answer questions and provide status updates.

• SOP Creation: Utilize Google Docs and Google Sheets to document internal procedures and create a formal company handbook.
• Business Elevation: Identify downtime to proactively work on tasks that organize and "polish" the business for future onshore hiring.

Qualifications & Skills

• Critical Thinking: Must be able to bring solutions and new ideas to optimize processes rather than just waiting for direction.
• Self-Starter: Proven ability to work unsupervised and maintain high productivity without constant check-ins.
• Reliability: Must be a dependable "partner" who can be trusted with sensitive legal documentation and client relationships.

• Software Proficiency: Highly proficient in Google Workspace (Docs, Sheets, Drive).
• Communication: Exceptional English fluency (written and verbal) is required for professional legal correspondence.
• Legal/Admin Experience (Preferred): Previous experience in a law firm, legal services, or high-level admin role is strongly preferred.
• Communication Tools: Comfortable using Whats App and other digital tools for real-time coordination with a mobile team.