Operations Manager - Legal Industry
About The Position
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.
Requirements
- Associate or bachelor’s degree preferred.
- Prior experience in legal or professional office management required.
- Proficiency with Microsoft Office, QuickBooks, and Clio.
- Experience with bookkeeping, billing, payroll, HR, or timekeeping 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.
Nice To Haves
- 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.
Responsibilities
- Oversee billing workflows, including invoice preparation, payments, and A/R follow-up.
- Manage bookkeeping in QuickBooks 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, sponsorships, 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.
Benefits
- Salary: $60,000 – $75,000 per year, based on experience.
- Bonus opportunities.
- 401(k) with employer match.
- Health, dental, and vision insurance.
- Paid time off and sick leave.
- Professional development support.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Education Level
Associate degree
Number of Employees
11-50 employees
