Law Firm Office Manager

Wells Family Law specializes in providing discreet family law services tailored to meet individual needs. The firm focuses on preserving assets, ensuring the well‑being of children, and offering practical resolutions for complex family matters. Our mission revolves around delivering compassionate legal guidance and personalized support. The firm is committed to maintaining professionalism and integrity while delivering high-quality service. We are seeking a full-time Office Manager to join our team.

Work onsite alongside our team of attorneys, LLPs and paralegals. We offer competitive benefits and pay commensurate with experience and qualifications.

We are a small domestic relations firm seeking a highly organized and proactive, full‑time, Law Firm Office Manager to oversee daily operations and ensure the smooth functioning of our office. The ideal candidate will have experience working as an administrator in a law firm, possess the ability to solve problems and figure things out on the fly, manage attorneys and staff, excellent attention to detail, and good communication skills.

This role is crucial in maintaining an efficient work environment and supporting the attorneys and staff in their daily tasks.

• At least three years of law firm office management experience.
• Understanding of confidentiality and trust account responsibilities.
• Attention to detail and strong work ethic.
• Experience and applied knowledge of Word, Excel, Adobe Pro, Clio, Dropbox and Zoom (phone and videoconferencing).
• Excellent phone manners.
• The ability to figure things out and a sense of humor.

• Manage day‑to‑day office operations.
• Handle vendor management, including paying bills, collecting W‑9s, negotiating contracts, and maintaining relationships with suppliers.
• Oversee calendar management, scheduling calls, meetings, clearing conflicts and coordinating consultation appointments.
• Maintain accurate filing systems for documents, ensuring easy access to information when needed.
• Exhibit professional phone etiquette when handling calls, addressing inquiries, and directing communications appropriately.
• Collaborate on employee‑related matters, including onboarding new hires and managing employee exit procedures.
• Take initial client calls, screen potential clients, run conflicts, maintain the conflicts database, set up client meetings, set up meeting rooms and welcome clients.
• Retrieve, review and deliver incoming mail.
• Produce weekly WIP reports.
• Update client list, add clients to Clio, add client codes to copier, set up client information sheets.
• Ensure advanced client costs are properly documented and billed to the client.
• Prepare all client invoice drafts and finalize them; prepare month‑end reports, post client costs and payments, transfer funds between client trust accounts and the business accounts once funds are earned.
• Calculate associate pay after billing is finalized.
• Banking, including monitoring bank accounts and credit card balances, working with the bookkeeper to balance accounts, managing account payables, paying bills, answering questions and acting as contact for the bookkeeper.
• Point of contact for building, parking, maintenance calls, IT, phone and printer support, ensuring technology is working for all employees.
• Track and order all supplies.
• Update budget and prepare year‑end revenue/expense analysis for employee reviews.
• Assist with collections.
• Manage new employee requirements, set up new employees on all systems and benefits, work with the bookkeeper on new employees for automatic deposit and payroll, assist with various benefits plans, liaise with benefits providers.
• Cooperate with attorneys and staff to develop and implement training programs to enhance employee skills and performance.

The successful candidate will have three years prior experience in law firm office management, law firm bookkeeping or a similar administrative role in a law firm. Key qualifications include:

• Excellent attention to detail and accountability.
• Understanding of confidentiality issues.
• Trust account experience.
• Proficient in file organization systems and document management practices.
• Demonstrated ability…