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Office Manager

2 months ago

Chicago, Illinois, United States Constangy Brooks Smith & Prophete LLP Full time
Job Summary

The Office Manager position is a non-exempt, hourly role that reports to the local Office Head and involves significant interaction with the firm's administrative departments in Atlanta. As a Legal Assistant, the Office Manager works closely with two or more attorneys, providing clerical and legal secretarial assistance, making travel arrangements, and managing electronic filing.

Key Responsibilities
  • Operate standard office equipment, including personal computers, copiers, scanners, facsimile, and telephone.
  • Prepare error-free correspondence, memoranda, and legal documents from written and oral drafts.
  • Manage calendars and deadline reminder systems, ensuring assigned attorneys' calendars are up-to-date.
  • Open new files, prepare conflict of interest checks, and maintain client and general files.
  • Coordinate attorney travel schedules and ensure timely submission of expense reimbursement requests.
  • Assist attorneys with work-related tasks, anticipating their needs and providing exceptional support.
Office Manager Duties
  • Coordinate human resources activities, including new hire orientation and onboarding.
  • Perform local accounting functions, including direct payments and managing the petty cash account.
  • Oversee marketing activities, ensuring the office meets firm-wide objectives.
  • Administer office facilities, including landlord relations and furniture acquisition.
  • Coordinate moving projects and vendor services, ensuring timely delivery of office supplies and equipment.
  • Plan and execute office events, ensuring smooth meetings and client events.
Requirements
  • Excellent customer service attitude and demeanor.
  • Concise and accurate verbal and written communication skills.
  • Flexibility with work hours and willingness to multitask.
  • Demonstrated project management skills and problem-solving abilities.
  • Strong clerical skills, including basic bookkeeping and proficiency in Microsoft Office and iManage.
Culture and Benefits
  • Open-door work environment promoting collaboration and mentorship.
  • Cooperation and support from all levels of Firm management.
  • Paid Time Off (PTO), paid holidays, group medical, dental, and vision insurance, and 401(k) Savings Plan with % Match.