Job Description

Job Description

Job Description

Office Manager with Accounting Background

Position Summary

Jeffrey Orr Law, PC, is seeking a highly organized and detail-oriented Office Manager with a strong accounting background to oversee daily operations and provide essential support to our team of two attorneys and two paralegals. This entry-level position offers a significant opportunity for professional growth and increased responsibility within a dynamic legal environment. The ideal candidate will possess robust administrative and financial management skills, coupled with a proactive approach to enhancing office efficiency and ensuring exceptional client satisfaction.

Key Responsibilities

The Office Manager will be responsible for a diverse range of tasks, ensuring the smooth and efficient operation of the firm. These responsibilities are categorized as follows:

Bookkeeping & Financial Management

The Legal Office Manager will be responsible for the firm’s day-to-day financial operations. Key responsibilities include:

• Managing the full billing cycle, including reviewing time entries, generating invoices, and overseeing distribution.
• Performing bookkeeping tasks such as accounts payable and receivable, general ledger entries, and financial record maintenance.
• Monitoring and reconciling expenses to ensure adherence to budget and firm policies.
• Processing payroll accurately and on time for all employees.
• Supporting overall financial health through diligent reporting and collaboration with external accounting professionals and services as needed.

Administrative and Operational Support

In addition to financial duties, this role supports the overall function and efficiency of the office. Responsibilities include:

Administrative responsibilities are central to the Legal Office Manager role and are essential to the smooth operation of the firm. Key duties include:

• Preparing and managing client intake documents to support efficient onboarding and client communication.
• Coordinating attorney and paralegal schedules, organizing case materials, and handling logistics for client appointments, meetings, and court appearances.
• Maintaining and managing the firm’s master calendar, including scheduling deadlines, court dates, and internal events.
• Organizing and maintaining legal forms and templates, and implementing efficient physical and digital filing systems in line with legal best practices.
• Overseeing deed recording processes and liaising with external parties and vendors as needed.
• Supporting basic website and content updates and assisting with ongoing maintenance.
• Assisting in the administration and renewal of firm insurance policies.
• Performing basic human resources functions, including onboarding new employees, managing benefits administration, and maintaining personnel records.
• Managing office supply inventory, procurement, and vendor relationships to ensure a well-stocked, professional, and organized work environment.
• Handling incoming and outgoing mail, correspondence, and general office communications.
• Ensuring the office environment is professional, efficient, and client-ready at all times.

· Onboarding new employees and ensuring proper setup of tools and systems.

· Managing employee benefits administration in coordination with external providers.

· Maintaining up-to-date and confidential personnel records.

Client Relations

• Serve as a primary point of contact for clients, ensuring professional and responsive communication.
• Foster and maintain strong, positive relationships with clients to support long-term engagement and satisfaction.
• Handle client inquiries efficiently and accurately, resolving issues or escalating as appropriate.
• Promote a client-first culture within the firm through consistent and thoughtful interactions.

Event Planning

• Plan, organize, and coordinate internal and external firm events, meetings, and professional development sessions.
• Manage all event logistics, including scheduling, venue selection, catering, and AV requirements.
• Liaise with vendors, service providers, and clients to ensure seamless event execution.
• Track event budgets, timelines, and post-event feedback to optimize future planning efforts.

Qualifications

Experience & Education

Candidates must possess demonstrated experience in accounting and/or office management. While law firm office experience is preferred, it is not mandatory. A college degree is also preferred, though not strictly required, as we value practical experience and a strong aptitude for learning.

Technical Skills

This role requires a solid foundation in basic IT support and the ability to coordinate effectively with external IT vendors for system maintenance and issue resolution. Experience with legal and business software is highly valued. Familiarity with the Clio platform, including Clio Accounting is particularly advantageous, as is knowledge of Gusto. Candidates without direct experience in these platforms should demonstrate a strong aptitude for technology and a willingness to learn quickly.

Hours & Compensation

This position offers a consistent schedule of 40 hours per week, providing full-time support to the legal operations team. Starting compensation for this position will be commensurate with the candidate's background and experience. Compensation increases will be evaluated at and after the six-month mark, with significant opportunities for advancement for those who demonstrate exceptional performance and expertise in the firm's operational systems.

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