Office Manager

Published: 6/14/2022

Job Description

Company Overview

A civil litigation law firm that has been representing Fortune 500 companies, for over 35 years. Our team thrives on accountability, precision, and meaningful impact, and we’re looking for someone who shares these values to keep our operations running seamlessly.

Summary

We are seeking an experienced Office Manager with strong human resources experience. The candidate will utilize administrative skills to assist our Compliance Officer, Management, Human Resources, and other staff to provide day-to-day services to maintain the overall functionality of the office. The candidate must have three to five solid years of office experience, preferably office management. The Office Manager will organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. A successful office manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Extremely organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

We are seeking an Office Manager who is responsible for overseeing the daily operations of the office and ensuring a productive work environment. Key responsibilities include:

Handling all office operations and gives reports to management
Coordinating appointments, scheduling and managing staff calendars
Managing filing systems and office supplies, maintaining IT infrastructure and keeps inventory of orders
Overseeing staff interactions and responds to their queries on office management issues
Monitoring physical office management and designs innovative work systems
Works with the Human Resources team to update office policies and onboard new hires
Utilizes ADP and performs payroll, as needed
Regularly updates office website and online presence
Plans all in-house or off-site activities of the organization
Reviews the work of all office employees to ensure they work productively and meet deadlines and company standards
Counseling any employees struggling in their roles
Creating an office budget and ensuring all employees follow it
Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
Scheduling interviews and training new office employees, as needed, and organizing their employment paperwork
Maintaining office and kitchen supply inventory and coordinating facility-related needs with vendors and the building landlord.
Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
Reporting office progress to senior management and working with them to improve office operations and procedures

Skills:

Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks
Organization and the ability to multitask to complete a wide variety of tasks
Flexibility to help them adjust to new tasks should company or office needs change
Strong interpersonal skills to interact positively with all employees
Leadership ability to manage challenges and oversee employees
Attention to detail to ensure tasks are completed thoroughly and correctly
Maintain confidentiality regarding sensitive, employee related information.

Qualifications:

Bachelor’s Degree, preferred, degree in business administration, communications, or a related field preferred.
At least three to five years as a successful office manager and/or office experience, required.
Experience in a small office environment. Law firm preferred.
Ability to utilize MS Office (Word, Excel, PowerPoint, Outlook) and other computer software programs in an efficient manner, and to search for help in the use of such programs independently via the internet.
Experience with payroll processing, and Wage & Hour laws.

Physical, Mental and Environmental Demands

Must be able to work in a seated or standing position, for periods up to and exceeding 8.0 + hours per day.

Must be able to lift and carry up to 50 pounds with or without assistance.

Must be able to bend, twist, and maneuver physically as needed to install, repair, and/or maintain office equipment.

Extensive use of a mouse and keyboard, and calculator.

Extended viewing of a computer screen.

Extensive use of a telephone.

Scheduling Requirements

Must be able to work a normal M-F schedule, on site, weekends as needed.

Location

This position is located in North County San Diego/Carlsbad area

Benefits

401(k) matching
Vision insurance
Dental insurance
Health insurance
Paid time off
Paid holidays
Discretionary performance-based bonuses
Free on-site parking
Life insurance

\nCompany Description

Reese Law Group continues to expand, and this ongoing growth is creating exceptional opportunities for professional development and personal enrichment throughout our organization. The firm offers a highly competitive salary and excellent benefits. The firm provides many professional development opportunities through close mentoring and an open-door policy.

Company Description

Reese Law Group is a law firm located in Carlsbad (San Diego County) that has been representing some of the largest Fortune 500 Companies for over 30 years. The firm specializes in consumer and commercial collections, Plaintiff subrogation on behalf of large insurance carriers, and replevin work. \r\n\r\nReese Law Group continues to expand, and this ongoing growth is creating exceptional opportunities for professional development and personal enrichment throughout our organization. The firm offers a highly competitive salary and excellent benefits. The firm provides many professional development opportunities through close mentoring and an open-door policy.