Veteran-owned and well-respected Trusts and Estates firm of 25 years seeks an EXPERIENCED law firm office manager with HR experience for its Center City office.

Office Manager Essential Duties and Responsibilities:

1. Position Description:

a. Your primary duty will be managing a six-attorney Trusts and Estates law firm.

b. You will oversee and direct two full-time and two part-time support staff.

c. Your suggestions and recommendations for hiring, firing, advancement, and promotion will be given paramount weight.

d. You will daily exercise discretion and independent judgment on matters that significantly affect the firm’s operations, profitability, employee retention, and growth.

2. Finances

a. Invoicing, check requests, and vendor expense processing.

3. Provide General Administrative Oversight and Support.

a. Oversee support staff.

b. Train new and existing staff on internal systems and monitor for best practices.

c. Oversee purchasing and maintaining equipment (computers, printers, etc.) at favorable terms.

d. Oversee the firm’s vendors and system providers (VoIP, Wifi, utilities, software, etc.) to ensure they are always functioning, meet firm needs, and negotiate favorable terms.

e. Coordinate with theIT support team.

f. Manage office supplies inventory.

g. Maintain the firm’s Estate Planning document filing systems.

h. Ensure security and confidentiality of data and adherence to office policies and procedures.

i. CLE reporting

4. HR: Including Staffing and Training.

a. Interview, hire, and train new administrative hires.

b. Onboard new hires into the firm system.

c. Ongoing training of support staff.

d. Create, maintain, and review sops.

e. Work with existing staff to ensure internal systems are being followed and optimize those systems.

f. Oversee scheduling.

g. Oversee holiday and leave schedule.

h. Time and attendance tracking.

i. Manage internal staff relations.

5. Client Billing

a. Oversee timely monthly client billing.

b. Address client billing questions.

c. Oversee the deposit of payments and application of fees.

6. Payroll, Insurance, and 401k Contributions

a. Oversee payroll company

b. Oversee the firm’s various insurance

c. Oversee 401k provider and 401k contributions.

7. Marketing

a. Maintain the firm’s Facebook account.

b. Maintain the firm’s Instagram account.

c. Oversee onboarding materials of new attorneys (headshots, business cards)

d. Oversee the firm’s outreach to existing clients for bi-annual document review.

e. Assist with oversight of Google and firm website.

f. Assist with the compilation of reports related to budget, business development, and marketing.

8. Perform other duties as assigned or necessary for the effective operation of the office.

Qualifications

1. Bachelor’s degree.

2. 3 years of office manager experience, preferably in a legal environment

3. Experience working in a professional setting.

4. Ability to learn new skills and a desire to improve existing systems.

5. Ability to motivate, develop, and direct people as they work.

6. Detail oriented and able to work in a team environment.

7. Strong phone skills and ability to work with clients.

8. Able to preserve confidential information and exercise discretion.

9. Ability to smoothly interact with both support staff and attorneys.

10. Demonstrated proficiency in computer technology, including Microsoft Word and Excel, Google Pages and Sheets, electronic mail, record and timekeeping software, billing software, and routine database activity.

11. Pass pre-employment credit and basic background check.

Benefits

1. Full-time benefits are eligible 60 days after the first day of employment.

2. 401(k)

3. A variety of healthcare plans (one at no cost to the employee)

4. Dental Insurance

5. Remote work option.

6. Flexible Schedule

7. Vision Insurance

8. Disability Insurance

9. 10 paid holidays

10. Paid time off

11. Pet friendly.

12. Very casual work environment.

13. Monthly nail polishing.

Job Type and Schedule:

1. Full-time

2. Monday to Friday, the position will occasionally have responsibilities outside the traditional schedule.

It is our policy to ensure equal employment opportunity without discrimination or harassment based on race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history, or genetic information, political affiliation, military service, or other non-merit-based factors.

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Philadelphia, PA 19103: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 3 years (Preferred)
• Administrative experience: 3 years (Preferred)

Work Location: Hybrid remote in Philadelphia, PA 19103

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