Office Manager

4 days 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 problem-solving 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 disaster-preparedness 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 in-house or with outsourced experts to purchase, lease and maintain computers, programs, servers, off-site 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

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