Operations & Office Support Manager

Vaco; Louisville (KY); Vor Ort; USD 65.000 - 85.000; Vollzeit

Zusammenfassung

Vaco in Louisville, KY seeks an Operations and Office Support Manager to oversee daily administrative and operational functions of a small law firm, ensuring efficiency and high-quality client service.

You will support attorneys, manage billing and recordkeeping, maintain compliance, and lead office workflows, vendor relationships, and document preparation under attorney direction.

Qualifikationen

• Require 3+ years of office management, operations, or admin leadership experience.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe PDF.
• Experience in a law firm, legal services, or professional services setting preferred but not required.

Aufgaben

• Provide client service and attorney support with professional communication and confidentiality.
• Manage day-to-day office operations, workflows, file management, and document retention.
• Support billing, invoicing, and accounts payable/receivable activities, and liaise with external accountants or bookkeepers.
• Ensure compliance with firm policies and maintain a professional workplace culture.

Kenntnisse

Organizational skills

Multitasking

Communication

Problem-solving

Attention to detail

Ausbildung

Associate's or Bachelor's degree preferred

Tools

Microsoft Office

Adobe PDF

Jobbeschreibung

Position Summary

The Operations and Office Support Manager is responsible for overseeing the daily administrative and operational functions of a small law firm. This role ensures the office runs efficiently by managing administrative duties, supporting attorneys, overseeing billing and client service processes, and maintaining compliance with firm policies. The ideal candidate is highly organized, professional, detail-oriented, and capable of managing multiple priorities with a focus on quality work.

Key Responsibilities

Client Service & Attorney Support

• Ensure exceptional client service and professional communication.
• Manage client intake processes and maintain confidentiality.
• Coordinate attorney calendars, meetings, court dates, filing deadlines/court dates and take detailed notes of any correspondence.
• Calendar deadlines, meetings, and hearings, and assist attorneys with calendar management.
• Prepare template legal documents, written correspondence, and pleadings under attorney direction and supervision.
• Witness and/or notarize legal documents and affidavits.
• Review draft documents, emails, and pleadings for grammatical and formatting errors under attorney direction and supervision.

Office Operations

• Manage day-to-day office operations and administrative functions.
• Ensure the office is organized, efficient, and operating smoothly.
• Coordinate office maintenance and source, equipment, and office supplies.
• Develop and maintain office procedures and workflows.
• Oversee file management, document retention, and recordkeeping processes.
• Foster a positive and professional workplace culture.

Financial Administration

• Support billing, invoicing, and collections processes.
• Coordinate accounts payable and accounts receivable activities.
• Work with external accountants or bookkeepers regarding payroll and financial reporting.
• Utilize firm management and billing software to manage client accounts.

Compliance & Risk Management

• Maintain confidentiality of sensitive client and firm information.
• Manage insurance renewals, business licenses, and vendor contracts.
• Support implementation and maintenance of legal practice management systems.

Qualifications

• Associate's or Bachelor's degree preferred; equivalent experience considered.
• 3+ years of office management, operations, or administrative leadership experience.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe PDF.
• Prior experience in a law firm, legal services environment, or professional services setting preferred but not required.
• Knowledge of billing systems, payroll processes, and office administration.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain discretion and handle confidential information.
• Status as an active Notary Public is helpful but not required.

Preferred Skills

• Experience managing vendor relationships and facility operations.
• Knowledge of HR administration and employee onboarding.
• Strong customer service and client relationship management skills.
• Ability to work independently and prioritize among multiple tasks.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.