OFFICE MANAGER

Summary

Reese Law Group is a civil litigation law firm representing clients in all stages of collections and subrogation. We have 30 years of experience representing Fortune 500 companies, working to maximize their recovery and minimize their exposure.

Reese Law Group is seeking an experienced Office Manager. The candidate will utilize administrative skills to assist our Compliance Officer, Director of 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, in order 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. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Essential Job Functions

· Manage the day-to-day operations of the office.

· Maintain the physical office space including the equipment, office services, and facilities.

· Keep the office clean, organized and well maintained.

· Perform administrative duties such as ordering supplies, related duties.

· Participate in performance evaluation process for the firm, as needed.

· Work with HR to draft, revise, and update job descriptions for each position at the firm.

· Update and maintain the firm’s organizational chart.

· Partner with HR and management to develop office policies and procedures, and ensure they are implemented appropriately.

· Partner with HR in the onboarding of new hires.

· Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.

· Provide input into training and assist with observation and coaching to management.

· Oversee and monitor assignment of workflow with department supervisor.

· Identify opportunities for progress and office management improvements and help design and implement new systems.

· Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.

· Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.

Knowledge/Skill/Ability Requirements

· Bachelor’s Degree required, Bachelor's degree in business administration, communications, or a related field preferred.

· At least three to five years as an office manager/office experience.

· Experience in a small law firm preferred.

· Excellent written and verbal communication skills.

· Excellent interpersonal and customer service skills.

· Detail-oriented and professional.

· Maintains a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff.

· Strong organizational skills; must be detail oriented.

· Ability to multi-task, prioritize, and work independently.

· 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.

· Ability to utilize ADP.

· Must be a self-starter and driven.

· Ability to project a calm demeanor when confronted with stressful situations and/or people.

· Maintain confidentiality regarding sensitive, employee related information.

· Ability to take initiative in learning new concepts, seeking additional information, and asking questions of co-workers when uncertain.

· Ability to prioritize a variety of tasks in a manner that enables timely completion.

· Report to work in a regular and timely manner.

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.

· 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.

Location

· This position is domiciled at the offices of Reese Law Group, in Carlsbad, CA.