Remote Office Manager

Smart Systematic Recruiting; A distancia; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A growing law firm is looking for a Remote Office Manager to ensure smooth operations and effective team coordination. Candidates must have at least 5 years of office management experience, ideally in a legal setting, with proficiency in case management and productivity tools. This is a remote position, offering a pay of $10/hr with potential bonuses. Join this dynamic team to help streamline workflows and support attorneys in delivering excellent client service.

Formación

• 5 years of office management or administrative experience, preferably in a law firm.
• Proficiency with legal case management tools and productivity software.
• Self-motivated and able to work effectively in a remote environment.

Responsabilidades

• Oversee daily firm operations to ensure smooth workflow.
• Serve as the main point of contact for team coordination.
• Prepare and send invoices, track payments, and support bookkeeping.

Conocimientos

Office Manager Experience

Strong written and verbal communication skills

Excellent organizational skills and attention to detail

Proficiency with legal case management tools

Self-motivated and dependable

Ability to manage multiple priorities

Herramientas

Filevine

Google Workspace

Zoom

QuickBooks

Descripción del empleo

Remote Office Manager Law Firm Operations

The Law Offices of Vlad Portnoy P.C. is seeking a highly organized and proactive Remote Office Manager to help our growing firm run smoothly and efficiently. This is a fully remote position supporting a small law firm (610 team members) that focuses on estate planning and related legal services.

The ideal candidate is detail-oriented tech-savvy and experienced in legal office administration capable of juggling multiple priorities while keeping the firms operations systems and communication flowing seamlessly.

Key Responsibilities

Office & Operations Management

• Oversee day-to-day firm operations and ensure smooth workflow across all departments.
• Maintain and organize digital case files using the firms CRM. MUST BE TRAINABLE ON THE CRM.
• Develop and update Standard Operating Procedures (SOPs) and KPIS to document internal workflows.
• Track deadlines open tasks and case progress to keep the team accountable.
• Organize and manage flow of correspondence scheduling and vendor relationships for tools and services. AMONG TEAM MEMBERS

Team Coordination & Communication

• Serve as the main point of contact between the managing attorney intake staff and paralegals.
• Schedule and facilitate weekly team meetings prepare agendas and follow up on action items.
• Monitor staff performance attendance and productivity metrics.
• Foster a positive organized and collaborative remote culture.

Client Support & Intake Oversight

• Ensure client inquiries and new leads are handled promptly and professionally.
• Support the intake and sales team by coordinating consultations updating the CRM and tracking conversions.
• Maintain confidentiality and ensure a high standard of client service excellence.
• Assist with client satisfaction initiatives and follow-ups.

Billing & Financial Support

• Prepare and send invoices; track payments and outstanding balances.
• Support bookkeeping tasks expense tracking and vendor payments.
• Coordinate with the bookkeeper / accountant for monthly reports and reconciliations.

Hiring Onboarding & Staff Support

• Assist with recruiting screening and onboarding new team members.
• Manage access setup training materials and performance tracking.
• Support employee engagement through recognition and morale initiatives.

Systems Technology & Reporting

• Manage firm software access and troubleshoot basic tech issues.
• Maintain a master log of systems logins and renewals.
• Generate weekly reports on firm performance in various metrics (including consultations billing receivables staff performance and ROI etc.).
• Recommend and implement process improvements and automation tools.

Executive Assistance

• Manage the managing attorneys calendar priorities and communications.
• Prepare correspondence reports and meeting materials.
• Act as a gatekeeper to protect attorney focus time and task priorities.

Qualifications

• 5 years of office management or administrative experience (law firm experience required).
• Proficiency with legal case management and productivity tools (INCLUDING LAW FIRM CRM TO BE DISCUSSED Filevine Google Workspace Zoom etc.).
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Self-motivated dependable and comfortable working remotely.
• Proven ability to manage multiple priorities and meet deadlines.

Performance Metrics

• Timeliness and accuracy of task management and reporting.
• Efficiency of internal communication and team coordination.
• Client and attorney satisfaction with administrative support.
• Smoothness of firm operations and measurable process improvements.

Compensation

$10 / hr Bonuses

Why Join Us

If you enjoy building systems improving workflows and helping a legal team succeed this role offers the chance to make a lasting impact. Youll play a key role in ensuring our attorneys can focus on serving clients while you keep operations organized efficient and thriving.

Join a law firm that values organization communication and growth.

Key Skills

Office Manager Experience,Microsoft Office,Management Experience,QuickBooks,Accounting,Office Experience,Dental Office Experience,Payroll,Administrative Experience,Eaglesoft,Human Resources,Bookkeeping

Employment Type : Full Time

Experience : years

Vacancy : 1