Office Manager

2 weeks ago

Oakland, United States The Nieves Law Firm, APC Full time

At The Nieves Law Firm, we believe in creating trusting relationships with clients. We are a supportive, empowering, and strategic firm that takes the “criminal” out of criminal defense. Our mission is to restore the reputations of those accused of crimes and help them plan for the future. We are seeking an Office Manager whose primary goal is to relieve the Owner of the routine tasks involved in managing the business so the Owner can focus on the big-picture goals and vision for the Firm. Responsibilities: HR Management: Staff Supervision & Coordination • Assists with recruiting, interviewing, hiring, and onboarding staff • Conduct orientation and training of new staff members • Arranges for backup or contract attorney coverage when employees are absent or conflicts arise in the calendar • Ensures the success of the office staff by motivating, coaching, counseling, and disciplining employees • Coordinates with C-Suite Level management about the productivity and growth of staff • Assists with evaluations and feedback for performance reviews • Resolves disputes and grievances • Maintains staff attendance reports • Monitors and tracks vacation, sick leave, and time off requests • Identifies and proposes appropriate memberships in legal or business organizations • Identifies awards and recognitions that the Firm or staff may be eligible for and oversees completion of the application process • Assists staff with securing lodging, transportation, and flights for work-related travel Operations Management: Facilities & Office Operations • Creates, implements, and maintains the Firm’s policies, systems & procedures • Liaises between the firm and the landlord, to ensure maintenance activities are performed, facility problems are solved, and parking facilities are made available to employees • Assures that employees have the tools and supplies they need to perform their duties • Arranges for the purchase of approved office equipment & furniture • Interview proposed vendors and determine if vendor services a Firm needs and the cost-effectiveness of implementing the service • Creates a plan for transitioning or onboarding new vendors and service providers and disseminates approved plan to team • Oversees building projects, renovations, or refurbishments if any • Secures and manages the off-site storage of historic files • Troubleshoots computer and system problems and liaises with IT specialists to resolve Marketing Management • Assists the owner with her marketing activities • Oversees the marketing assistant and marketing specialist in creating and ordering approved company brochures, literature, promotional materials, and similar items • Assists with organizing and managing approved third-party service providers for firm marketing and event activities (caterers, event planners, cleaning crews, etc.) • Manages Client expectations • Ensures timely compliance with client needs and requests • Addresses client concerns Financial Management • Oversees the billing clerk and the timely receipt of payment on Firm client invoices • Ensures timely processing of third-party invoices and bills • Manages Petty Cash • Collects and processes in-office payments and safeguards funds • Ensures that staff members submit timely expense, mileage, and other reimbursement requests to the Owner Qualifications: • The Office Manager will have the equivalent of an Associate’s degree in Business or a related field, or equivalent work experience • The Office Manager will have supervisory experience and experience working in an office, preferably a law firm Compensation: $50,000 yearly

• HR Management: Staff Supervision & Coordination • Assists with recruiting, interviewing, hiring, and onboarding staff • Conduct orientation and training of new staff members • Arranges for backup or contract attorney coverage when employees are absent or conflicts arise in the calendar • Ensures the success of the office staff by motivating, coaching, counseling, and disciplining employees • Coordinates with C-Suite Level management about the productivity and growth of staff  • Assists with evaluations and feedback for performance reviews • Resolves disputes and grievances • Maintains staff attendance reports • Monitors and tracks vacation, sick leave, and time off requests • Identifies and proposes appropriate memberships in legal or business organizations  • Identifies awards and recognitions that the Firm or staff may be eligible for and oversees completion of the application process • Assists staff with securing lodging, transportation, and flights for work-related travelOperations Management: Facilities & Office Operations • Creates, implements, and maintains the Firm’s policies, systems & procedures • Liaises between the firm and the landlord, to ensure maintenance activities are performed, facility problems are solved, and parking facilities are made available to employees • Assures that employees have the tools and supplies they need to perform their duties • Arranges for the purchase of approved office equipment & furniture  • Interview proposed vendors and determine if vendor services a Firm needs and the cost-effectiveness of implementing the service • Creates a plan for transitioning or onboarding new vendors and service providers and disseminates approved plan to team • Oversees building projects, renovations, or refurbishments if any • Secures and manages the off-site storage of historic files • Troubleshoots computer and system problems and liaises with IT specialists to resolveMarketing Management • Assists the owner with her marketing activities • Oversees the marketing assistant and marketing specialist in creating and ordering approved company brochures, literature, promotional materials, and similar items • Assists with organizing and managing approved third-party service providers for firm marketing and event activities (caterers, event planners, cleaning crews, etc.) • Manages Client expectations • Ensures timely compliance with client needs and requests • Addresses client concerns Financial Management • Oversees the billing clerk and the timely receipt of payment on Firm client invoices  • Ensures timely processing of third-party invoices and bills • Manages Petty Cash • Collects and processes in-office payments and safeguards funds • Ensures that staff members submit timely expense, mileage, and other reimbursement requests to the Owner

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