Office Manager/Paralegal

Hinckley Allen is seeking an Office Manager/Paralegal to join our team. This position performs a variety of office management duties for the Fort Lauderdale Office, and serves as office liaison and keeps the Office Administrator informed in areas of concern affecting the support staff and overall practice group/office support operations.

Essential Duties and Responsibilities:

Office Manager Responsibilities:

• Serves in a leadership capacity by emphasizing teamwork, efficiency and positive, firm-minded actions for support staff.
• Observes LAA workloads and assists in the delegation of work to other LAAs ensuring assignments are completed in a timely manner.
• In conjunction with Office Administrator, interprets and explains company policies and office procedures to others.
• Analyzes and resolves work problems and assists others in resolving work problems
• Initiates or suggests plans to motivate others to achieve work goals.
• Maintains time records, i.e. vacation, sick etc. of support staff in the department to help ensure proper coverage.
• Serves as a contact point for attorneys when their LAA is unavailable.
• Plans and coordinates lunch schedules, , to ensure proper coverage.
• Under the supervision and guidance of the Office Administrator and Human Resources Department, assists in the recruitment, screening, hiring, onboarding and training of support staff.
• Manages the on-site file systems and the transition of files to off-site storage.
• Plans and/or assists in planning firm-sponsored events, including Staff Appreciation Day, Employee Summer Outing, Office Holiday Party and other event planning needs as assigned.
• Other administrative tasks as assigned.

Paralegal Responsibilities:

• Coordinates assembly of exhibits and appendices for court papers, witness sets, depositions, arbitrations, and trials;
• Sets up and manages war rooms for trials and/or arbitrations;
• Prepares for and attends depositions, hearings, trials, and arbitrations;
• Drafts routine correspondence, memoranda, subpoenas, summons, and other legal documents for attorneys as requested;
• Conducts factual or legal research; examines public records; monitors legislative and administrative proceedings as assigned; locates witnesses; traces documents and other physical evidence;
• Assists with the due diligence process by performing research, documenting or reviewing the research received from attorneys and preparing an affidavit of due diligence if the research does not yield the desired result;
• Communicates, interacts, and coordinates with all members of the team, includes partners, associates, Litigation Support, IT, LAAs, and office services; and
• Maintains knowledge of all applicable procedural and court rules, proper docketing procedures, e-filing process and procedures, and e-discovery rules and processes.

Knowledge, Skills and Abilities:

• High School Diploma or equivalent years of experience required.
• 2-4 years of management experience required.
• 3-5 years of law firm experience required.
• Familiarity in Microsoft Office and iManage document management system.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to maintain highly confidential information.
• Strong interpersonal skills are necessary in order to communicate and follow instruction successfully from a diverse group of clients, attorneys and staff.
• Strong communication skills are necessary in order to communicate by e-mail and telephone.
• Ability to retrieve and distribute files, mail, written documents or office supplies weighing up to 50 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.
• Work may require irregular hours, and occasionally require more than 40 hours per week to perform the essential duties of the position. Must be reliable and flexible.

Hinckley Allen is an equal opportunity employer and makes employment decisions without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status.