Office Manager

1 month ago

Mississauga, Canada Speigel Nichols Fox LLP Full time

**Responsibilities**:
Operational Leadership:

- Oversee the day-to-day operations of the firm, ensuring all office functions run smoothly and efficiently.
- Develop and implement new office policies and procedures, and suggest amendments to existing policies as appropriate, so as to optimize workflow and enhance overall office performance.
- Analyse policy results and make necessary adjustments.
- Monitor and manage office supplies, equipment, and facilities
- Monitor and manage procedures for retention, protection, retrieval, transfer, and disposal of records.

Personnel:

- Deal with all lawyers and staff as required.
- Supervise staff and manage issues and problems with lawyers and staff.
- Provide leadership and guidance to staff, including suggesting discipline when necessary.
- Foster a collaborative work culture that encourages teamwork, open communication, and professional growth.
- Maintain staff by recruiting, selecting, orienting, and training staff.
- Conduct regular performance evaluations and provide feedback to staff, identifying areas for improvement and recognizing achievements.
- Oversee office closures and vacation schedules for staff and lawyers.
- Ensure compliance with the firm's overtime and banked hour policies.

Financial Management:

- Collaborate with the firm partners and, if requested, create and manage office budgets, track expenses, and optimize spending.
- Ensure accurate and timely billing and invoicing processes are in place, including reviewing work-in-progress and outstanding, but unbilled, disbursements.
- Collaborate with the firm’s bookkeeper and controller.
- Communicate and coordinate with the firm’s bank if required and as directed.
- Be involved with the collection of accounts receivable.

Clients and Files:

- Assist with client onboarding, ensuring proper documentation is in place.
- Complete on a monthly basis the firm's analyses of new files.
- Ensure that paper and electronic files are closed from the accounting, document management, and paper retention systems in a timely manner and both weeded and saved after specified time has elapsed.

Technology and Systems:

- Oversee the implementation and management of legal technology systems, ensuring they are up-to-date and effectively used.
- Troubleshoot and address technology-related issues to minimize disruptions in daily operations.
- Communicate and coordinate with the firm’s IT provider.
- Monitor and, if needed, improve the firm's electronic filing systems.

Suppliers and Professional Organizations:

- Negotiate and renew contracts with the firm's suppliers.
- Ensure that the suppliers are invoicing according to the contractual terms.
- Ensure that memberships in professional organizations are renewed (or not) depending on instructions that the firm's partners give.
- Ensure that the lawyers file and pay whatever is to be filed with and paid to the LSO to ensure that their LSO memberships remain in good standing.

Administrative Support:

- Coordinate scheduling of internal meetings for lawyers and staff.
- Coordinate and plan firm retreats and the firm’s annual holiday party.
- Oversee the firm’s relationship with its landlord; address issues and concerns as they arise.
- Support marketing initiatives of the firm and individual lawyers.

**Qualifications Needed**:

- Bachelor’s degree in business administration, office management/human resources, or a related field (legal background a plus).
- Experience in office management, preferably within a law firm or legal environment.
- Strong understanding of a law firm operations, including familiarity with legal terminology and processes.
- Leadership and interpersonal skills, with the ability to manage and motivate the legal team.
- Organizational skills and attention to detail.
- Proficiency in office software and legal management software (e.g., practice management and document management systems).
- Effective communication skills, both written and oral.
- Problem-solving abilities and a proactive approach to addressing challenges.
- Discretion and the ability to handle confidential information with the utmost professionalism.

**Benefits**:

- Company events
- Company pension
- On-site parking
- Paid time off

Schedule:

- Day shift
- Monday to Friday

Work Location: In person

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