Law Office Manager

We are a growing law firm seeking a highly capable Office Manager to own the day‑to‑day management of our office. This role is ideal for someone who thrives on responsibility, executes with precision, and takes initiative without needing reminders. This is not a passive administrative role. There is always something to improve, organize, track, or optimise. If you need constant direction or prefer to wait until tasks are assigned, this role will not be a fit.

Office Operations & Ownership

• Own the day‑to‑day management of the law office and ensure all systems run smoothly.
• Maintain a professional, organised, and client‑ready office environment at all times.
• Anticipate operational needs and address issues before they become problems.
• Ensure all recurring tasks and deadlines are completed accurately and on time.
• Develop and maintain written office procedures and workflows.

Staff Management & Accountability

• Supervise administrative and support staff.
• Set clear expectations, standards, and priorities for employees.
• Monitor performance and address issues promptly and professionally.
• Ensure staff follow established processes and maintain attention to detail.
• Train new staff and reinforce office systems and standards.
• Act as the point person for day‑to‑day staff questions and issues.

KPI Tracking & Reporting

• Track and report key performance indicators related to operations, productivity, and efficiency.
• Monitor workloads, turnaround times, and bottlenecks.
• Create and maintain simple reports or dashboards for leadership review.
• Use data to identify inefficiencies and recommend improvements.

Financial & Administrative Management

• Handle basic accounting and financial administrative tasks, including expense tracking, invoice processing, check writing, and payment coordination.
• Monitor budgets and flag variances or concerns.
• Coordinate with external accountants, bookkeepers, and payroll providers.
• Maintain accurate financial records and documentation.

Vendor, Supply & Facilities Management

• Manage office vendors (cleaning, IT, supplies, services).
• Ensure office supplies are stocked and ordered proactively.
• Review vendor performance and address issues as needed.
• Oversee facilities needs and coordinate repairs or maintenance.

Process Improvement & Systems

• Identify inefficiencies in office operations and implement solutions.
• Create checklists, systems, and reminders to ensure consistency.
• Improve workflows to reduce errors and wasted time.
• Take the initiative to improve how the office functions without being prompted.

Communication & Professionalism

• Communicate clearly and professionally with attorneys, staff, vendors, and clients.
• Serve as a reliable point of contact for operational matters.
• Escalate issues appropriately and propose solutions.
• Represent the firm with professionalism and good judgment.

Leadership & Initiative Expectations

• Execute instructions accurately the first time without reminders.
• Maintain productivity during downtime by improving systems and processes.
• Take ownership of outcomes, not just assigned tasks.
• Operate independently with minimal supervision.

Required Qualifications

• 5+ years of experience managing operations in a professional office environment (law firm, accounting firm, medical practice, or similar).
• Demonstrated experience supervising staff and holding employees accountable to standards.
• High attention to detail with a proven track record of accurate, consistent execution.
• Strong organisational and time‑management skills with the ability to manage multiple priorities.
• Business‑minded approach to office management, efficiency, and cost control.
• Ability to execute instructions accurately without reminders
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• Excellent written and verbal communication skills
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• Strong common sense and sound judgment
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• Comfort handling basic accounting tasks (expense tracking, invoice processing, check writing).
• Proficiency with office software and systems (Microsoft Office / Google Workspace, practice management software, accounting or bookkeeping platforms).

Preferred Qualifications (Nice to Have, Not Required)

• Prior experience working in a law firm or professional services environment
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• Experience tracking KPIs,…