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Office Manager

3 months ago

Okotoks, Canada REAL-R Full time

REAL-R is looking for an Office Manager for a dynamic law firm in Calgary as a contractor to cover a maternity leave.

Qualifications:

  • Must have 4 plus years' experience as a law firm administrator
  • Demonstrate excellent organizational, time management, and problemsolving abilities
  • Demonstrate superior oral and written communication skills
  • Demonstrate keen attention to detail, with an ability to effectively manage constraints and competing priorities
  • Demonstrate the ability to complete multiple tasks on initiatives of varying complexity
  • Demonstrate the ability to take on new challenges and develop skills
  • Ability to work cooperatively in a supportive team atmosphere
  • Proficiency in Word, Outlook, PowerPoint, and Excel
  • Experience with PCLaw
  • Some Bookkeeping experience and payroll experience is preferred
  • Working independently while reporting directly to managing lawyer
  • Bachelor's degree is preferred
  • High level of organization, strong attention to detail and accuracy required
The duties for this role include, but not limited to:

  • Supervision of administrative & support staff and manage personnel scheduling
  • Executive assistant to Managing Partner
  • Facilitate the day to day operations of the law firm
  • Implement and maintain procedures/office administrative systems
  • Maintain staff records for vacation, sick time, overtime, leaves, etc.
  • Update employee, staff employment and procedures manuals and facilitate the implementation of the same
  • Assist with the recruitment, interviewing, hiring, firing, reviews, benefits, on and off boarding
  • Assist with employee retention sustaining an open and honest culture
  • Day to day accounting assistance and management
  • Law Society compliance
  • Ensure billing, accounts and collections are attended to in a timely manner
  • Assuring firm and client payables are processed and receivables collected
  • Coordinate with landlord regarding leased premises, organize the setup of an office (renovations, designs, and moves) and work with contractors, janitorial and moving companies
  • Work with suppliers regarding purchase or lease of office equipment and maintenance and service contracts
  • Purchase and maintain office furniture and fixtures, ordering stationery supplies, toner products, kitchen supplies
  • Liaise with suppliers and vendors for such items as document management and destruction, janitorial and cleaning services and building maintenance
  • Maintain and implement a disasterpreparedness plan to minimize loss of information and disruption of client services
  • Maintain memberships of lawyers to various organizations
  • Track education of staff and lawyers
  • Registration of staff and lawyers participation in continuing education
  • Working inhouse or with outsourced experts to purchase, lease and maintain computers, programs, servers, offsite backups, cell phones and all other equipment required for the efficient operation of the firm
  • Schedule service and upgrades to equipment and programs
  • Deal with any crisis that may arise including power outage, corrupt programs
  • Train staff and lawyers on the equipment and programs