Operations Manager - Law Firm

Build My Great Team® by Atticus® provided pay range

Base pay range: $60,000.00/yr - $75,000.00/yr

Signing Bonus: $3,000 paid in 3 increments of $1,000 (30 days apart)

Clancy & Associates is a full‑service special needs law firm dedicated to helping families navigate complex legal, financial, and life‑planning decisions for loved ones with disabilities. Our work focuses on special needs planning, estate planning, and guardianship, and we are known for our warm, client‑centered approach and deep connection to the community.

The Operations Manager is the organizational backbone of our practice and a key driver of client experience. This role blends operational leadership with hands‑on intake responsibilities to ensure the firm runs smoothly, efficiently, and with exceptional professionalism. You will manage day‑to‑day office operations, lead new client intake and screening, oversee billing and bookkeeping, coordinate vendors, and support attorneys with critical administrative tasks.

Strong communication skills, client‑service excellence, and exceptional attention to detail are non‑negotiable for success in this role.

• Oversee billing workflows, including invoice preparation, payments, and A/R follow‑up.
• Manage bookkeeping in Quick Books Online (A/P, A/R, reimbursements, expense coding, monthly reconciliations).
• Pay office bills, track expenses, and reconcile bank and credit card statements.
• Coordinate with accountants regarding tax filings, payroll, and compliance matters.
• Maintain operational KPIs (intake volume, response times, billing hygiene, aging reports) and surface issues proactively.

• Serve as the first point of contact for prospective clients; screen leads, schedule consultations, and guide them through intake.
• Maintain accurate intake records and client communication logs.
• Prepare engagement letters, initiate trust requests, and complete onboarding tasks.
• Support attorneys with file setup, organization, and administrative follow‑through.

• Coordinate firm events, speaking engagements, and community outreach.
• Assist with presentation materials, sponsor ships, and donation requests.
• Collaborate with the Marketing Manager and Webmaster to share updates and content.

• Manage vendors, including IT, benefit providers, and office service partners.
• Oversee office equipment, maintenance, and repairs.
• Ensure daily operations run smoothly and support productivity and client service.

• Associate or bachelor’s degree preferred.
• Prior experience in legal or professional office management required.
• Proficiency with Microsoft Office, Quick Books, and Clio.
• Experience with bookkeeping, billing, payroll, HR, or time‑keeping systems.
• Strong organizational abilities with a proactive, solutions‑oriented mindset.
• Exceptional written and verbal communication skills.
• Ability to thrive in a fast‑paced environment with shifting priorities.

• 2+ years of law office management.
• Confidence in delegating tasks, setting expectations, and coaching others.
• Calm, organized presence with strong prioritization skills.
• Professionalism and integrity with the ability to handle sensitive matters with discretion.
• Solid understanding of bookkeeping, workflow systems, and administrative processes.
• Commitment to supporting our mission with compassion and excellence.

• Salary: $60,000 - $75,000 per year, based on experience.
• Sign‑on Bonus $3,000 paid in 3 increments ($1,000 - 30 days apart).
• Bonus opportunities.
• 401(k) with employer match.
• Health, dental, and vision insurance.
• Paid time off and sick leave.
• Professional development support.

• Purpose‑driven work supporting families facing important life decisions.
• Collaborative, supportive, and values‑driven team culture.
• Opportunities for continuous learning, growth, and professional advancement.

Please submit your resume and a cover letter explaining your interest in the position and how it aligns with your career goals. We will contact candidates whose experience best matches our firm’s needs. Please no direct inquiries or agency submissions.

Entry level

Full‑time

Administrative

Non‑profit Organizations and Primary and Secondary Education