Office Manager

Purpose Of The Job

The Office Manager and Receptionist will play a dual role, managing the front desk of our law office while providing leadership and oversight to our administrative staff. This position requires a blend of excellent customer service skills, strong organizational abilities, and the capacity to handle managerial responsibilities. The successful candidate will ensure a welcoming and efficient office environment, manage daily administrative operations, and support the firm’s attorneys and staff in delivering top-tier legal services.

Key Responsibilities

Receptionist Duties

• Front Desk Management: Greet clients, visitors, and vendors in a professional and courteous manner to ensure a positive first impression.
• Phone and Communication: Answer, screen, and direct incoming calls, emails, and inquiries promptly and courteously, taking detailed messages as needed.
• Appointment Scheduling: Coordinate attorney and staff calendars, schedule client meetings, depositions, and court appearances, and manage conference room bookings.
• Mail and Deliveries: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and coordinate courier services.
• Office Appearance: Maintain a clean, organized, and professional reception area that reflects the firm’s high standards.
  
  

Office Manager Duties

• Administrative Oversight: Supervise and coordinate the work of administrative staff (e.g., clerks, paralegal assistants), ensuring tasks are completed efficiently and accurately.
• Staff Management: Track employee absences, vacation requests, and sick leave; maintain attendance records and coordinate coverage as needed.
• Issue Resolution: Serve as the primary point of contact for administrative staff complaints or concerns, resolving issues fairly and escalating to the Managing Attorney when necessary.
• Resource Management: Monitor and order office supplies, equipment, and services (e.g., copier maintenance, IT support), ensuring the office operates smoothly.
• Policy Implementation: Assist in developing and enforcing office policies and procedures to improve workflow and maintain a productive work environment.
• Vendor Coordination: Liaise with vendors (e.g., cleaning services, IT providers) to ensure timely and cost-effective service delivery.
  
  

Education

Required Qualifications:

• High school diploma required; associate’s or bachelor’s degree in business administration or a related field preferred.
  
  

Experience

• Minimum of 3–5 years of administrative or office management experience, preferably in a legal or professional services environment.
• Previous experience in a receptionist or front-desk role is highly desirable.
  
  

Skills

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Professional demeanor and ability to interact with clients and staff at all levels.
  
  

Physical Requirements

• Ability to sit, stand, and move around the office as needed.
• Occasional lifting of office supplies or packages (up to 25 lbs.).
  
  

Goals

Performance Measures:

• Maintain a professional and welcoming office environment.
• Ensure efficient administrative support and staff supervision.
• Provide accurate and timely scheduling and resource management.
  
  

Competencies

• Strong attention to detail and problem-solving skills.
• Ability to manage competing priorities effectively.
• Adaptability to changing office needs and procedures.
  
  

Working Conditions

• Office-based role with occasional responsibilities requiring flexibility in hours.
• Fast-paced professional environment with frequent client and staff interactions.