Office Manager - Kang Haggerty : Job Details

The Office Manager is primarily responsible for the day-to-day operations of the office(s), including staff management, ensuring administrative coverage is maintained relative to the office's needs, facilities management, financial planning, information system technology management, and communications with firm management. Wherever possible, additional firm responsibilities will be assigned relative to skill set, specific knowledge, experience, and consideration of work capacity availability. This role will partner with the managing member, accounting manager, IT Manager, and Business Development Manager on any office-related issues. This position is fully in-person at our Center City office.

Essential Job Functions

Management of Staff

• Supervise the tasks and deliverables for the administrative assistant. Ensure expectations are met and provide feedback and guidance to address any issues.
• Communicate and consistently reinforce all Firm policies and procedures.
• Monitor staff attendance, vacations, and other absences from the office and approves timecards. Identify and document performance issues and provide feedback. In many instances, collaboratively with supervising Attorney and/or Firm HR Director/Manager to resolve interpersonal conflicts and performance concerns through counseling, performance improvement plans and/or termination. Manage employee relations matters in the office and use judgment on when to escalate to the designated Firm HR Director/Manager when necessary.
• Coordinate legal support assignments and ensure adequate support coverage for the office.
• Optimize planning and utilization of office resources to efficiently and effectively meet office needs.
• Coordinate and provide feedback on annual performance evaluations and compensation for non-exempt staff.
• Assess training needs and propose development opportunities.
• Conduct regularly scheduled staff meetings to discuss firm updates and to field questions from the employees relative to concerns, events, and other office-related issues

Facilities Management and Office Operations

• Manage and address building issues, security, and safety and train in emergency procedures.
• Act as a liaison between the firm and the landlord regarding any facilities projects, maintenance requests, or issues.
• Ensure the proper disposition of client files from creation to final storage; play an integral role in client file acceptance and release as per the onboarding and departure policies.
• Provide updates for office business continuity disaster recovery plan as needed and ensure emergency notification system contact information is current.
• Ensure that the office is maintained in good condition, and that all internal and external services supporting the office are functioning effectively. This includes the appearance and functionality of the lobby, conference rooms, occupied and unoccupied offices, break rooms and other common areas.
• Coordinate with Systems/Information Technology (IT) department to identify critical, practice specific IT needs and help to ensure that all new and current members and employees have access to the firm's IT hardware and software tools. When required, work with the IT department to provide necessary approvals for access to the accounts and systems of departed employees.

Financial Management and Budgeting

• Prepare and monitor office budget, making recommendations for cost efficiencies and operational needs.
• Review and approve invoices and expenses for the office.
• Build and maintain vendor relationships: negotiation of rates, prompt approval and processing of payments; resolution of billing discrepancies; oversight of office and lounge/cafe supplies and services being provided.

IT Management

• Work with third-party IT company on projects and issues.
• Advance the firms IT by implementing new software and hardware and upgrading security protocols.
• Understand and educate employees on cyber safety,
• Provide basic IT assistance to employees.

Preferences

• Bachelors degree and five (5) or more years of Office Management experience.
• Experience in a law firm setting a paralegal background is strongly preferred.
• Candidates must be professional, have experience in managing others, including directing workload, performance, management, training, staffing, and recruitment.
• Proficient in all Microsoft applications, including but no limited to Word, Excel, PowerPoint, Teams and Outlook.
• Experience with iManage, Zoom Rooms and Timeslips is a plus.
• Excellent oral and written communication skills.
• Ability to manage multiple tasks simultaneously.

More Information

Kang Haggerty is a business litigation firm with over 25 employees. Kang Haggerty pays 100% of premiums for Health Insurance, Dental, Long-Term Disability, Short-Term Disability and Life Insurance for all eligible employees. As a certified-minority-owned law firm, Kang Haggerty believes in the power of diversity. We look to hire employees from different social, cultural, and political backgrounds.