Office Manager / Practice Manager

The Office Manager / Practice Manager is responsible for overseeing the daily operations of the office and ensuring smooth, efficient workflow across administrative, financial, and operational functions. This role supports leadership, manages staff, coordinates vendors, and ensures the office operates at a high professional standard.

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Key Responsibilities

Administrative & Operational Management
    •    Oversee daily office operations, ensuring a clean, organized, and productive work environment.
    •    Manage office supplies, equipment, and inventory, including orders and maintenance needs.
    •    Coordinate schedules, meetings, and calendars for attorneys and staff.
    •    Supervise front desk operations, including reception, client intake, and communication management.
    •    Develop, update, and enforce office policies and procedures.
    •    Handle filing systems, digital records, and document management.

Staff Coordination & Leadership
    •    Supervise administrative staff, providing training, guidance, and performance support.
    •    Assist in the recruitment of new administrative or support staff.
    •    Help manage staff schedules, attendance logs, and workflow assignments.
    •    Promote a professional, inclusive, and efficient workplace culture.

Financial & Billing Support
    •    Oversee billing procedures, invoicing, and account reconciliation (depending on firm structure).
    •    Assist with budget tracking, expense reporting, and vendor payments.
    •    Coordinate with accountants or financial teams as needed.
    •    Monitor cost-efficiency of office operations and identify improvement opportunities.

Client & Vendor Interaction
    •    Serve as a point of contact for clients with administrative questions or scheduling requests.
    •    Maintain positive relationships with service vendors, building management, and contractors.
    •    Coordinate maintenance requests, facility issues, and third-party support services.

Compliance & Practice Management
    •    Ensure compliance with office policies, confidentiality standards, and legal/regulatory requirements.
    •    Maintain accurate personnel records, training logs, and office compliance checklists.
    •    Support practice management software updates, data accuracy, and reporting.
    •    Assist in preparing firm reports, case metrics, or operational summaries for leadership.

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Requirements
    •    High school diploma required; associate or bachelor’s degree in business, management, or related field preferred.
    •    Prior experience in office management, practice management, or administrative leadership.
    •    Strong organizational and multitasking skills.
    •    Excellent communication, leadership, and customer service skills.
    •    Proficiency in office software (Word, Excel, practice management systems, email platforms).
    •    Ability to handle confidential information with professionalism.
    •    Problem-solving skills and the ability to work independently.

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Preferred Qualifications (Optional)
    •    Experience working in a law firm, medical practice, or professional service environment.
    •    Knowledge of billing procedures, basic bookkeeping, or legal administrative processes.
    •    Familiarity with case management or practice management software.

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Benefits
    •    Competitive salary based on experience.
    •    Paid time off (vacation, sick leave, and holidays).
    •    Health, dental, and vision insurance (if offered by the employer).
    •    Retirement plan options.
    •    Professional development and training opportunities.
    •    Supportive and collaborative work environment.