Front Office Manager

Overview
A Front Office Manager at a law firm is responsible for overseeing the daily operations of the front office and ensuring smooth client interactions. This includes managing reception duties, answering phone calls, scheduling appointments, and greeting clients. The role requires coordination with legal staff to ensure efficient workflow, maintaining the office's organization, and handling administrative tasks such as filing, document management, and data entry. The Front Office Manager also ensures compliance with firm policies and confidentiality standards while offering exceptional customer service. This position may involve supervising front office staff and providing support to attorneys and paralegals as needed. Strong communication, organizational, and multitasking skills are essential.

Duties

• lient Interaction: Greet clients, visitors, and other guests in a professional and welcoming manner. Ensure a positive first impression of the firm.
• Phone and Email Management: Answer phone calls, respond to emails, and direct inquiries to the appropriate staff members or attorneys.
• Appointment Scheduling: Manage and maintain attorneys' calendars, schedule meetings, and coordinate client appointments.
• Office Organization: Oversee the organization and cleanliness of the front office, ensuring a professional environment. This includes managing office supplies and equipment.
• Administrative Support: Provide administrative support to attorneys and legal staff by preparing documents, filing, handling correspondence, and maintaining client records.
• Document Management: Ensure the accurate filing, storage, and retrieval of legal documents and case files in both physical and digital formats.
• Confidentiality and Compliance: Ensure all client information is handled confidentially and in compliance with legal and firm policies.
• Supervision of Front Office Staff: Supervise receptionists and other front office staff, including training and managing their work to ensure the office runs smoothly.
• Billing and Payment Coordination: Assist with billing, process payments, and manage client accounts as necessary.
• Vendor and Facility Management: Coordinate with external vendors, such as couriers, building management, and maintenance personnel.
• Handling Legal and Administrative Queries: Assist clients with general legal inquiries and direct them to the appropriate attorney when needed.
• Customer Service: Provide exceptional customer service to clients, ensuring their needs are met in a timely and professional manner.

Skills

• Strong Communication Skills: Ability to communicate clearly and professionally with clients, attorneys, and staff both in person and over the phone/email.

These skills collectively enable

• Customer Service Excellence: Skilled in delivering top-notch client service, managing difficult situations with professionalism and ensuring a positive client experience.
• Organization and Time Management: Exceptional organizational abilities to manage multiple tasks, appointments, and documents effectively. Prioritizing tasks in a fast-paced environment is crucial.
• Attention to Detail: Ensuring accuracy in scheduling, document handling, and communication. Small details matter in legal settings.
• Confidentiality and Discretion: A solid understanding of the importance of client confidentiality and handling sensitive legal documents with care.
• Problem-Solving Skills: Ability to handle unexpected challenges (e.g., scheduling conflicts, client issues) calmly and efficiently.
• Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite, document management systems), legal billing software, and general office equipment.
• Multitasking: Ability to manage various tasks simultaneously without sacrificing quality or efficiency.
• Leadership and Team Management: Supervising and coordinating the front office team, including receptionists, and ensuring a smooth workflow.
• Legal Knowledge: A basic understanding of legal terminology, processes, and the firm’s areas of practice to effectively support attorneys and communicate with clients.
• Adaptability and Flexibility: Ability to adjust to changes in workload, schedules, or office dynamics while maintaining productivity.
• Professionalism: Maintaining a high standard of conduct and appearance to represent the law firm’s image positively.

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Law office: 1 year (Preferred)

Ability to Commute:

• Ozark, MO 65721 (Required)

Ability to Relocate:

• Ozark, MO 65721: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $21