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Toronto | 5 + Years

Position Overview:

Our client, a boutique Litigation Law Firm is  seeking a highly organized, proactive, and experienced Office Manager to oversee and efficiently manage the firms operations. The Office Manager will play a critical role in maintaining the seamless functioning of the office, ensuring that the team of 15 lawyers, legal assistants, and support staff can operate at their best. The ideal candidate will possess a strong understanding of law firm operations, exceptional leadership skills, and a commitment to fostering a positive and productive work environment.

Responsibilities: Operational Leadership: Oversee the day-to-day operations of the law firm, ensuring all office functions run smoothly and efficiently. Develop and implement office policies and procedures to optimize workflow and enhance overall office performance; measuring results and making necessary adjustments. Monitor and manage office supplies, equipment, and facilities to maintain a conducive work environment

Communicate with and oversee firm’s relationship with landlord to address issues and concerns as they arise.

Monitor and manage procedures for retention, protection, retrieval, transfer, and disposal of records.

Team Management: Provide leadership and guidance to legal assistants, support staff, and administrative personnel. Foster a collaborative and inclusive work culture that encourages teamwork, open communication, and professional growth.

Maintain office staff by recruiting, selecting, orientating, and training employees.

Discipline office staff as necessary.

Supervise office staff and manage issues and problems with lawyers and office staff.

Conduct regular performance evaluations and provide feedback to office staff, identifying areas for improvement and recognizing achievements.

Support marketing initiations of the firm and individual lawyer.

Monitor and manage continuing legal education requirements for lawyers

Schedule vacations for office staff and lawyers, as well as office closures.

Financial Management: Collaborate with firm partners to 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.

Collaborate with the firm’s bookkeeper/billing coordinator and firm’s accountant.

Communicate and liaise with firm’s bank if required and as directed.

Client Relations: Assist with client onboarding, ensuring proper documentation and confidentiality measures are in place. Maintain positive client relationships through effective communication and responsive client service.

Collection of simple account receivables.

Technology and Systems: Oversee the implementation and management of legal technology systems, ensuring they are up-to-date and effectively utilized. Troubleshoot and address technology-related issues to minimize disruptions in daily operations.

Laise with and oversee the firm’s IT provider.

Improve and monitor electronic filing systems

Administrative Support: Coordinate scheduling of internal meetings for lawyers and office staff. Manage correspondence, phone calls, and emails to ensure timely and professional communication.

Coordinate and plan firm retreats.

Coordinate and plan the firm’s annual holiday party.

Qualifications: Bachelor’s degree in business administration, office management/human resources, or a related field (legal background a plus).

Proven experience in office management, preferably within a law firm or legal environment. Strong understanding of law firm operations, including familiarity with legal terminology and processes. Excellent leadership and interpersonal skills, with the ability to manage and motivate a diverse team. Exceptional organizational skills and attention to detail. Proficiency in office software and legal management software (e.g., practice management, document management systems). Effective communication skills, both written and verbal. Demonstrated problem-solving abilities and a proactive approach to addressing challenges. Discretion and the ability to handle confidential information with the utmost professionalism.

Benefits: Competitive salary based on experience and qualifications. Group benefits (life insurance, dental, and prescription).

Participate in the firms’ Health Trust Benefits Program to a maximum of $2,500 per year.

Professional development opportunities. Collaborative, dynamic and supportive work environment.

Hybrid workplace model with in-office and remote work to offer flexibility and support to employees.

For more information or to submit your CV to kgauthier@zsa.ca reference #32535