Office Manager

We are a law firm based in Mississauga and seek a highly-organized, proactive, and experienced office manager to oversee and efficiently manage the firm's operations. The office manager will play a critical role in maintaining the seamless functioning of the office, ensuring that the team of 12 lawyers, law clerks, legal assistants, and support staff can operate at their best. The ideal candidate will possess a strong understanding of law firm operations, leadership skills, and a commitment to fostering a positive and productive work environment.

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.

Job Type:
Full-time

Benefits

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

Schedule

• Day shift hrs/week)
• Monday to Friday

Work Location:
In person

Application deadline:

Interested candidates should send resumes to

No agencies or recruiters please.