Remote Office Manager

Smart Systematic Recruiting; Xico; A distancia; MXN 200,000 - 400,000; A tiempo parcial

Descripción de la vacante

A law office is seeking a Remote Office Manager to ensure efficient operations. The role involves overseeing daily tasks, managing team communications, and ensuring excellent client support. The ideal candidate will have at least 5 years of law firm experience, strong organizational skills, and a proficiency in legal management tools. This is a remote position offering $10/hr plus bonuses.

Formación

• Minimum 5 years of office management or administrative experience in a law firm.
• Experience with legal case management and productivity tools.
• Self-motivated and comfortable working remotely.

Responsabilidades

• Oversee daily operations and ensure smooth workflow.
• Manage correspondence, scheduling, and vendor relationships.
• Coordinate team communications and monitor performance metrics.

Conocimientos

Office management

Legal case management

Strong communication skills

Organizational skills

Remote work proficiency

Herramientas

Filevine

Google Workspace

Zoom

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 firm's 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 firm's 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. You'll 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.