Office Manager

Duane Morris LLP; Boston (MA); On-site; USD 120,000 - 150,000; Full time

Benefits offered by this job

Comprehensive healthcare

401k and Pension Plan

Employee Referral Bonus ($3,000.00)

Job summary

A global law firm is seeking a managerial professional in Boston to supervise staff, manage legal operations, and support various initiatives including marketing and library services. The ideal candidate will have a degree in management or equivalent experience, along with a minimum of five years of supervisory experience in a legal environment. Compensation ranges from $120,000 to $150,000 based on experience, along with comprehensive benefits.

Qualifications

• Minimum five years management/supervisory experience in a law firm or legal department.
• Knowledge of federal and state regulations.
• Ability to manage a variety of activities and responsibilities.

Responsibilities

• Supervise non-attorney personnel.
• Coordinate hiring and employee relations.
• Support marketing and library services initiatives.

Skills

Management abilities

Excellent communication skills

Judgment and decision-making skills

Bookkeeping skills

Technical literacy

Education

Degree in management/administration or equivalent experience

Job description

Overview

Duane Morris LLP, a global law firm with 900+ attorneys, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets.

Responsibilities and Duties

• Supervision of non-attorney personnel including paralegals, legal assistants, receptionist, clerks and other staff. Allocate work, schedule temporary coverage in accordance with office policies, assist in attorney review of legal assistants and paralegals, conduct staff reviews, convey salary information, hold periodic staff meetings, resolve complaints and maintain time and attendance records.
• Hiring, employee relations and termination of non-attorney personnel, in coordination with affected attorneys and the firm-wide Human Resources department.
• Orientation of new attorney and staff personnel including personnel and accounting forms; instruction in office facilities, equipment and procedures; coordination and scheduling of computer training by firm-wide training staff; explanation of benefit plans; obtaining office supplies; and coordination with building management regarding office security pass, lobby listing, etc.
• Support Marketing initiatives including serving as local point person regarding marketing materials; consulting with attorneys to maintain proper supply of materials; understanding upcoming attorney projects for proper planning; serving as marketing resource for larger projects; and awareness of potential publicity developments. Plan, oversee and attend in-office marketing client seminars and evening receptions, working with local vendors and the Marketing department as needed.
• Support Library Services initiatives including being point of contact for coordination of local library services; notifying Library Services of issues before they escalate; proactively monitor space issues; assure library filing gets done timely and accurately. In applicable offices, oversee the professional filers. Coordinate training sessions with outside vendors such as Lexis and Westlaw.
• Administration of client escrow accounts, where applicable, in accordance with established legal guidelines, including enrollment of accounts with financial institutions, general bookkeeping, make IOLTA account check deposits, disbursements and all other transactions. Write checks out of the office Operating Account as needed, write out and cash petty cash checks as needed, maintain Excel spreadsheets, update balances and send all transactions to Accounting twice per month. Maintain a Firm corporate American Express and Visa Cards for use by paralegals and attorneys for court filing fees and filings at the Ma Secretary of State’s office. Keep track of receipts and information entered into Chrome River for reconciliation and payment monthly.
• Having a working knowledge of risk management to monitor compliance with firm risk management practices, including client intake, lateral partner integration and records management processes and systems.
• Maintain firm standards and practices related to use of office space including conference rooms, work rooms, file rooms and the management of vacant offices, workstations and storage areas, as applicable.
• Maintain firm standards and practices related to delivery of office services including copy/fax, US mail, accountable mail (FedEx, UPS), messenger, conference room and hospitality.
• Maintain appropriate levels of office supplies consistent with firm purchasing practices.
• Ensure operation and maintenance of all office equipment including printers, copiers and fax machines are consistent with firm practices and vendor agreements. Assist IS department with local IS issues. Where appropriate and in coordination with firm contracts, interact with third party vendors for copier, supply, fax machine, food vendor and cleaning service issues.
• Interact with building management for maintenance and other ordinary course issues. Assist as needed with office planning, construction, and related projects. Handle all internal office moves with attorneys and/or legal assistants when necessary.
• Schedule and facilitate video conferences for attorneys and staff, including set up of equipment.
• Assist with development and improvement of firm policies and procedures.
• Plan all office functions including the annual Holiday Party, bi-annual Summer Outing and any other in-office events and get-togethers.
• Process all office attorney group annual membership renewals in various professional organizations.
• Other duties as talents, interests and needs permit to support firm-wide coordinated efforts.

Required Qualifications, Skills, and Experience

• Degree in management/administration or equivalent experience.
• Minimum five years management/supervisory experience in a law firm or legal department. Knowledge of federal and state regulations.
• Ability and willingness to manage and balance a variety of activities and a wide range of responsibilities, ability to manage personnel and interpersonal issues, excellent communication skills, judgment and decision-making skills, bookkeeping and financial transaction skills, computer literacy and technical ability.

Annual Salary Range

$120,000 - $150,000 depending upon experience.

Benefits

• Comprehensive healthcare, dental, vision, and prescription plans.
• Commuter, HSA and FSA spending accounts.
• Short-term and long-term disability and life insurance coverage.
• 401k and Pension Plan.
• Employee Referral Bonus ($3,000.00).

Accommodation Statement

If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.