Office Manager

Reinhardt Law Firm   •  

Madison, WI

Less than 5 years

Posted 213 days ago

The primary responsibilities include but are not limited to: 

A.           Supervisory 

1.            Responsible for managing and directing the clerical, administrative and secretarial staff through effective hiring, monitoring and coaching. In conjunction with Human Resources, includes necessary discipline action where needed up to and including termination.

2.            Monitor, coordinate, and approve staffs' time off requests to ensure adequate coverage for all in the Madison Office; take a hands-on approach to provide support to attorneys and clients during emergency situations.  Tracks time off in conjunction with Firm policies.  Accurately monitors and reports staff time to payroll in a timely manner.  

3.            Establish secretarial assignments to create well-functioning teams with maximum efficiency; monitor and resolve issues that arise with support from Human Resources and Managing Partner.  

4.            Stay abreast of skills needed for the secretarial and support staff by interfacing regularly with staff and attorneys regarding areas of concern and success; continually monitor and evaluate knowledge, skills and abilities to ensure staff has tools to complete required tasks and meet performance expectations. 

5.            Monitor ratios and workloads to ensure adequate staffing levels to meet attorney and client demands.   Through this analysis, work with Human Resources to recruit and select secretarial and administrative staff as needed.  Organize and coordinate orientation and training of new staff members. 

6.            Timely complete the annual review process of staff:  complete review forms, conduct reviews with staff and make recommendations for performance increases aligned with Firms standards. 

B.           Administrative 

1.            Uphold, support and enforce Firm-wide policies and procedures. Identify insufficiencies and make recommendations as needed to Managing Partner, Human Resources or other Administrative Managers as appropriate. Ensure effective operations with regard to record keeping, reception, catering duties, and secretarial support for the Madison office.   

2.            Promote Madison Office initiatives, and communicate with Managing Partner about information and developments impacting the Madison Office 

3.            Approve payment of all general office-related accounts payable. Supervise office inventory control system. Reconcile firm credit card, petty cash and checkbook. Attend to banking deposits for Madison office.  Assist with planning annual office budget.  

4.            Oversee the office filing and records system; ensure effective standards as well as security and confidentiality of information.  Proactively monitor and manage storage of files including overflow or unregulated attorney's files.  

5.            Attend Madison Office shareholder and other meetings, as requested. 

6.            Plan and execute Madison Office holiday parties and otherevents and gatherings. 

7.            Offer administrative support to attorneys where needed. 

8.            Monitor office products and supplies as well as timely inventory and stocking. 

9.            Order floral and other arrangements as needed for special events such as births, hospitalizations, funeral services, etc. 

10.          Promote Madison Office morale and work to maintain/improve support staff job satisfaction. 

C.           IT Support 

1.            IT Liaison regarding Madison office technology and hardware needs. 

2.            Provide new hire and follow-up training for employees. 

3.            Secure and manage maintenance contracts for computer/hardware and other vendors. 

4.            Oversee roll-outs of software and other updates. 

D.           Marketing Support  

1.            Organize, participate in and lead Madison marketing events. 

2.            Oversee marketing for seminars, sponsorships and events.  Collaborate with Marketing Department to develop Madison-specific events, and to promote Madison Office visibility and initiatives. 

3.            Proactively and directly interface with attorneys to develop specific marketing materials for their practice. 

4.            Coordinate the mass production of marketing materials with staff and outside vendors. 

5.            Stay abreast of new marketing tools and technology and proactively introduce and educate attorneys on how to bet utilize tools to improve their marketing footprint to develop new or increase current business. 

E.            Building/Facilities Management  

1.            Manage Madison office facilities including office space planning, coordination of work and issues with vendors and landlord as required.  2.            Manage daily catering orders and oversee all catering functions. 

3.            Maintain and purchase supplies as needed. 

F.            Special Project Management 

1.            Effectively liaise with Human Resources, Marketing, IRC, IT, Accounting and other Department Administrative Directors as needed to provide overall operational activities of the office on an ongoing basis as well as during any unique or unusual situations to meet Firm standards. 2.            Assist with additional projects that may come up from time to time. 

3.            Other duties as assigned.  

Qualifications include:

  • Bachelors Degree and three to five years of office management and operations experience.
  • Must be a strong professional with a track record of demonstrated success in a law firm or other professional services arena.  Understanding of the legal environment and the practice of law, while not absolutely required, will be a positive.
  • Self-directed, strategic and results-oriented with the highest level of personal and professional ethical standards.
  • Ability to work well under pressure, and have ability to work with and through others in order to meet tight project deadlines. Must be able to organize and prioritize work and be able to multi-task with excellent attention to detail.
  • Excellent communication and listening skills in order to establish and maintain working relationships with all employee levels within and outside of the Firm. 
  • Good understanding of technology: computers, software, networks, phones, and audio/visual equipment and ability to communicate effectively with IT personal resolve complex issues. With an in depth understanding of MSOffice products
  • Dependable in execution of assigned tasks.  Able to work with minimal supervision.  .

Candidates should also exhibit the following qualifications and characteristics:

  • Inter-personal skills and style to work effectively with attorneys, staff, and management.
  • Ability to build trust, confidence and strong working relationships.
  • Flexibility.
  • Tact, maturity and good judgment.
  • A proactive, can-do style.
  • A common-sense approach to problem solving.
  • An ability to build consensus on important decisions.
  • A hands-on, professional attitude that includes the willingness to roll up one's sleeves and do what is required.
  • Patience and perseverance to see things through to completion 
  • Good understanding of technology including all MS Office products. 
  • Ability to effectively provide back-up assistance and support to attorneys with administrative tasks when needed. 
  • Valid Wisconsin driver's license, reliable transportation, flexibility in schedule and ability to occasionally attend seminars and events before and after work as well as the occasional weekend.