Legal Operations Manager

2 weeks ago

Tampa, Florida, United States Qualified and Co Full time
Job Overview

Our client, a prominent Plaintiff Personal Injury Firm, is seeking a dedicated Operations and Facilities Manager.

Qualifications:

The ideal candidate will possess over 5 years of experience in a personal injury law firm, along with prior experience in team management or supervision. A strategic mindset, exceptional problem-solving abilities, and outstanding communication and interpersonal skills are essential. A strong commitment to motivating staff and enhancing performance is crucial. The candidate must be adept at handling confidential information, thriving in a fast-paced environment, and managing tight deadlines while prioritizing tasks effectively.

Key Responsibilities:

Operations Management

  • Identify and implement improvements in organizational and operational processes, workflows, and automation to align with the firm's growth and operational needs.
  • Prepare, monitor, and analyze metrics for the legal department, ensuring alignment with departmental goals and performance indicators.
  • Oversee compliance with the firm's policies, practices, and procedures.
  • Conduct monthly training sessions for various departments (attorneys, paralegals, medical records coordinators, reception) and provide individual training as required.
  • Coordinate with external vendors and service providers related to case management.
  • Address and resolve basic IT issues within the scope of knowledge for timely resolution.
  • Evaluate and assist in the implementation of technology solutions that support the firm's operations (e.g., e-discovery, records management).
  • Collaborate with IT administration to assess current equipment needs and processes for upgrades.
  • Develop strategies to enhance client satisfaction and retention.
  • Act as a liaison with the firm's bookkeeping department to address invoice issues and set up new payment accounts.
  • Manage the procurement of office supplies, event materials, and marketing resources.

Facilities Management

  • Manage vendor relationships and oversee services such as cleaning, shredding, copier maintenance, pest control, and fire alarm monitoring.
  • Establish and deactivate key fob accounts for employees during onboarding and offboarding.
  • Monitor the firm's access control systems and manage after-hours access for events or contractors.
  • Address employee concerns regarding workplace conditions, including lighting, temperature, and noise.
  • Coordinate annual inspections of elevators, fire extinguishers, and fire alarm systems.
  • Oversee facilities management, including space planning, maintenance, repairs, and office supply procurement.
  • Ensure appropriate parking arrangements for employees, tenants, and guests.

Benefits:

  • 100% of medical insurance for the employee covered by the firm
  • Life Insurance Policy funded by the firm
  • Long-Term Disability Insurance Policy provided by the firm
  • Dental and Vision Insurance
  • 401k Retirement Plan
  • Paid Time Off
  • Employee Assistance Program
  • One paid week off between Christmas Eve and New Year's Day

Position Type:

This is a full-time, in-office role with a Monday through Friday schedule. The position requires the ability to operate standard office equipment and keyboards consistently. Candidates must be able to lift, carry, or move items weighing up to 25 pounds, walk short distances, remain stationary for extended periods, and maintain close attention to detail.

Compensation:

$70,000 annually

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