Office Manager--Busy Personal Injury Firm

The Law Offices of Steven H. Heisler; Baltimore (MD); On-site; USD 65,000 - 95,000; Full time

Job summary

The Law Offices of Steven H. Heisler in Baltimore is seeking an experienced Office Manager to oversee daily operations, front-desk functions, and vendor coordination, ensuring a smooth, professional client experience.

You will implement SOPs, supervise administrative staff, manage the office budget and onboarding processes, run weekly meetings, coordinate technology and facilities, and provide essential support that lets the legal team focus on casework.

Qualifications

• Proven office management or administrative leadership experience.
• Experience using and running QuickBooks Online.

Responsibilities

• Lead administrative staff and ensure SOPs are followed.
• Run daily administrative operations and coordinate facilities.
• Manage office budget and monthly reviews with Owner.
• Coordinate vendor relationships and IT/tech liaison for office needs.
• Support onboarding, PTO tracking, and front-desk operations.

Skills

Office management

Budgeting

Structured meetings

People management

Communication

QuickBooks Online

Tools

QuickBooks Online

Job description

This role fills the central administrative seat: the person who ensures a harmonious and efficient work environment, runs daily office operations, and manages the day-to‑day logistical issues that arise. The Office Manager acts as the foundational support system that allows the major functions of the firm—intake, legal production, and finance—to operate without friction. While the Owner is the firm's Visionary focusing on ideas, client relationships, and culture, the Office Manager provides the essential counterbalance of logistical logic and discipline. They are accountable for maintaining the office environment, managing administrative expenses, and removing daily physical or operational obstacles. The north-star metric is operational seamlessness: if the Owner travels for two weeks, the facility, administrative support, and front‑desk operations should continue to function flawlessly .

ROLE CHARTER - SCOPE & DECISION RIGHTS

• Leads, manages, and holds administrative, reception, and facility staff accountable to written performance standards, standard operating procedures (SOPs), deadlines, and definitions of done
• Runs daily administrative operations across the office: basic staffing, facility management, technology liaising, and vendor coordination..
• Accountable for the administrative/office supply budget; owns the administrative rhythm, including team meetings, monthly expense reviews with the Owner, and quarterly facility audits.
• Removes logistical obstacles and barriers so department heads and legal teams can focus on execution. Drives administrative special projects to completion.
• Hires, coaches, and manages front-desk and basic administrative staff; facilitates onboarding processes and recommends compensation adjustments to the Owner based on performance.
• Acts as a priority gatekeeper for facility and administrative requests, ensuring urgent needs are addressed while maintaining the focus of the legal team.
• Restrictions: Does not set overall firm vision, practice law, make ethics/UPL determinations (reserved for licensed attorneys), or hold any signatory/disbursement authority over the IOLTA trust account.

KEY RESPONSIBILITIES

1.Execution & Accountability

• Translate the Owner's vision into practical administrative and facility plans, ensuring key office priorities have a clear owner, deadline, and measurable outcome.
• Run a disciplined weekly administrative meeting: review operational needs, discuss any off‑track issues, and assign an owner and due date to every action item.
• Conduct quarterly office audits confirming compliance with safety standards, supply inventory, and administrative processes to handle problems before they reach the Owner's desk.

2.Front Desk & Client Experience

• Own the reception and initial greeting processes as the firm's front‑line representation: manage structure, staffing, and phone routing to ensure a seamless client experience..
• Run a quality assurance program for the front desk—ensuring calls are routed efficiently, visitors are handled professionally, and communication is documented.

3.Process, Workflow & Support

• Own the firm‑wide administrative process‑documentation project: ensure all core office processes (mail handling, supply ordering, reception, onboarding) are documented as written SOPs and kept up to date.
• Map and optimize the physical and administrative workflow within the office to prevent bottlenecks and ensure legal teams are fully supported.
• Ensure cross‑trained backups exist for every single‑point‑of‑failure administrative role (e.g., receptionist, mail clerk).

4.People Management & HR Operations

• Supervise non‑attorney administrative staff across reception and office coordination.
• Run structured hiring processes and execute thorough 30/60/90‑day onboarding for all new firm employees (workstation setup, basic system access, building tours).
• Keep role definitions clear for admin staff, manage PTO tracking, and ensure daily office coverage is maintained.

5.Budgeting & Financial Oversight

• Maintain oversight of administrative expenses and review the office supply/facilities budget with the Owner on a monthly basis.
• Track administrative metrics—such as supply spend, IT ticket resolution times, and onboarding completion rates—driving efficiencies over time.

6.Office, Technology & Vendors

• Oversee all office functionality—supplies, space, reception, and foot/phone traffic—serving internal staff as "internal clients" so case teams stay entirely focused on legal work.
• Act as the primary liaison for IT and case‑management software vendors to ensure basic technology needs and troubleshooting are coordinated seamlessly.
• Keep facility and administrative vendor relationships well‑documented and functioning as transferable firm assets – never personal ones.

SUCCESS METRICS

• The office environment runs smoothly and remains fully stocked and functional in the Owner's absence.
• Owner hours spent dealing with facilities, HR logistics, or administrative troubleshooting decline quarter over quarter.
• High administrative SOP adoption is confirmed by quarterly audits, and vendor management is highly efficient.

QUALIFICATIONS

• Passes GWC for the seat: gets it, wants it, and has the capacity to do it.
• Proven office management or administrative leadership experience (PI law firm experience preferred).
• Strong at running structured meetings, managing budgets, and implementing SOPs.
• Demonstrates strong people support skills, high‑level organization, and excellent written and verbal communication
• Experience using and running QuickBooks Online

COMPENSATION & STRUCTURE

• Wide-ranging, dependent on experience can vary broadly.