OFFICE MANAGER

Proudmans; Greater London; Hybrid; GBP 32,000 - 52,000; Part time

Job summary

Proudmans is seeking a highly organised Office Manager to oversee the day-to-day operations of our London office. The role requires handling facilities, HR, compliance, finance, health and safety, and client experience in a trauma-informed, client-centred environment.

This part-time position involves 2–3 days per week in the London office. You will collaborate with Directors and the legal team to drive efficiency, policy adherence and smooth operations as the firm grows.

Qualifications

• Previous experience in office management, operations or practice administration, ideally within a law firm.
• Experience supporting financial administration, HR and compliance processes.
• Strong working knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Experience with legal practice management software, particularly Clio, would be advantageous.
• Familiarity with SRA compliance and legal sector regulatory requirements would be desirable.

Responsibilities

• Oversee daily office operations and maintain a professional environment.
• Coordinate IT support and manage office supplies.
• Support regulatory compliance, COLP/COFA duties and policies.
• Monitor invoices, payments and time recording; prepare reports.
• Coordinate recruitment, onboarding and staff records.
• Support client onboarding and administration of client care.
• Act as Health & Safety Coordinator and ensure regulatory compliance.
• Organise staff events, training and firm engagements.
• Assist Directors with business development and growth initiatives.

Skills

Highly organised

Proactive

Resourceful

Excellent communicator

Detail oriented

Discreet

Trustworthy

Commercially aware

Process-driven

Adaptable

Collaborative

Independent

Education

Degree or equivalent

Tools

Microsoft Office

Clio

Job description

About Proudmans

Proudmans is a specialist family law firm based in London, founded by award-winning barrister Dr Charlotte Proudman. We specialise in complex family law cases, with particular expertise in domestic abuse, children law and financial proceedings.

We are a growing, ambitious and innovative law firm committed to delivering exceptional legal representation through a trauma-informed, client-centred approach.

We are seeking a highly organised, proactive and experienced Office Manager to support the continued growth of the firm and ensure its efficient day-to-day operation. The Office Manager will oversee the operational, administrative, financial, HR and compliance functions of Proudmans, working closely with the Directors and legal team.

Key Responsibilities

Office & Facilities Management

Oversee the smooth day-to-day running of the office, ensuring a professional, welcoming and well-maintained working environment.

Act as the central point of contact for office operations, administration and facilities.

Coordinate IT support.

Order and manage office supplies, stationery, refreshments, equipment etc.

Monitor office expenditure.

Manage office access, keys, security arrangements, post, deliveries and couriers.

Support office moves, improvements and expansion as required.

Identify and implement improvements to office systems, workflows and operational efficiency.

Compliance & Regulatory Administration

Support the Directors with the firm's regulatory and compliance obligations.

Assist the firm's COLP and COFA.

Coordinate professional indemnity insurance, practising certificate renewals and other regulatory deadlines.

Ensure relevant policies and procedures are regularly reviewed and updated.

Finance, Billing & Credit Control

Monitor invoices, payments and credit control.

Assist with monitoring work in progress and time recording.

Prepare regular financial and operational reports for the Directors.

Liaise with accountants, bookkeepers and payroll providers.

Process supplier invoices, staff expenses and routine payments.

Monitor office budgets and expenditure.

HR, Recruitment & Staff Administration

Coordinate recruitment processes, including job advertisements, applications, interviews and candidate communications.

Manage staff onboarding and offboarding, including contracts, inductions, equipment and system access.

Maintain accurate employee records, annual leave, sickness absence and attendance records.

Support probation reviews, performance appraisals and staff development processes.

Coordinate training, professional development and training.

Support the ongoing implementation and maintenance of HR policies and procedures.

Client Experience

Support client onboarding and administrative aspects of client care.

Health & Safety

Act as the office Health & Safety Coordinator.

Ensure the office complies with applicable workplace health, safety and fire regulations.

Events, Marketing & Business Development

Organise staff events, away days, training sessions and firm celebrations.

Coordinate logistics for conferences, networking events and professional engagements.

Support the Directors with business development initiatives and the firm's continued growth.

About You

Experience & Qualifications

Previous experience in office management, operations or practice administration, ideally within a law firm.

Experience supporting financial administration, HR and compliance processes.

Strong working knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint.

Experience with legal practice management software, particularly Clio, would be advantageous.

Familiarity with SRA compliance and legal sector regulatory requirements would be desirable.

Experience coordinating workplace health and safety responsibilities would be advantageous.

A degree or equivalent professional experience is desirable.

Highly organised: Able to manage competing priorities, deadlines and responsibilities efficiently.

Proactive and resourceful: Anticipates needs, identifies problems and implements practical solutions independently.

Excellent communicator: Strong written and verbal communication skills with a professional and approachable manner.

Detail-oriented: Maintains accurate records and ensures administrative and regulatory processes are followed.

Discreet and trustworthy: Handles confidential, sensitive and privileged information with the utmost professionalism.

Commercially aware: Understands the importance of efficiency, cost management and financial performance in a growing business.

Process-driven: Identifies opportunities to improve systems, streamline workflows and increase productivity.

Adaptable: Comfortable working in a fast-paced, growing firm where responsibilities and priorities may evolve.

Collaborative: Builds positive working relationships with colleagues, clients, suppliers and external advisers.

Independent: Confident taking ownership of responsibilities with minimal supervision.

Working Arrangements

This is a part-time position requiring attendance at our London office in person for 2–3 days per week.

We are looking for someone who will take genuine ownership of the firm's office operations and become a trusted and valued member of our growing team.