Office Manager - Mississauga, Canada - Speigel Nichols Fox LLP

Description

• Oversee the daytoday operations of the firm, ensuring all office functions run smoothly and efficiently.
• Develop and implement new office policies and procedures, and suggest amendments to existing policies as appropriate, so as to optimize workflow and enhance overall office performance.
• Analyse policy results and make necessary adjustments.
• Monitor and manage office supplies, equipment, and facilities
• Monitor and manage procedures for retention, protection, retrieval, transfer, and disposal of records.

• Deal with all lawyers and staff as required.
• Supervise staff and manage issues and problems with lawyers and staff.
• Provide leadership and guidance to staff, including suggesting discipline when necessary.
• Foster a collaborative work culture that encourages teamwork, open communication, and professional growth.
• Maintain staff by recruiting, selecting, orienting, and training staff.
• Conduct regular performance evaluations and provide feedback to staff, identifying areas for improvement and recognizing achievements.
• Oversee office closures and vacation schedules for staff and lawyers.
• Ensure compliance with the firm's overtime and banked hour policies.

• Collaborate with the firm partners and, if requested, create and manage office budgets, track expenses, and optimize spending.
• Ensure accurate and timely billing and invoicing processes are in place, including reviewing workinprogress and outstanding, but unbilled, disbursements.
• Collaborate with the firm's bookkeeper and controller.
• Communicate and coordinate with the firm's bank if required and as directed.
• Be involved with the collection of accounts receivable.

• Assist with client onboarding, ensuring proper documentation is in place.
• Complete on a monthly basis the firm's analyses of new files.
• Ensure that paper and electronic files are closed from the accounting, document management, and paper retention systems in a timely manner and both weeded and saved after specified time has elapsed.

• Oversee the implementation and management of legal technology systems, ensuring they are uptodate and effectively used.
• Troubleshoot and address technologyrelated issues to minimize disruptions in daily operations.
• Communicate and coordinate with the firm's IT provider.
• Monitor and, if needed, improve the firm's electronic filing systems.

• Negotiate and renew contracts with the firm's suppliers.
• Ensure that the suppliers are invoicing according to the contractual terms.
• Ensure that memberships in professional organizations are renewed (or not) depending on instructions that the firm's partners give.
• Ensure that the lawyers file and pay whatever is to be filed with and paid to the LSO to ensure that their LSO memberships remain in good standing.

• Coordinate scheduling of internal meetings for lawyers and staff.
• Coordinate and plan firm retreats and the firm's annual holiday party.
• Oversee the firm's relationship with its landlord; address issues and concerns as they arise.
• Support marketing initiatives of the firm and individual lawyers.

• Bachelor's degree in business administration, office management/human resources, or a related field (legal background a plus).
• Experience in office management, preferably within a law firm or legal environment.
• Strong understanding of a law firm operations, including familiarity with legal terminology and processes.
• Leadership and interpersonal skills, with the ability to manage and motivate the legal team.
• Organizational skills and attention to detail.
• Proficiency in office software and legal management software (e.g., practice management and document management systems).
• Effective communication skills, both written and oral.
• Problemsolving abilities and a proactive approach to addressing challenges.
• Discretion and the ability to handle confidential information with the utmost professionalism.

• Company events
• Company pension
• Onsite parking
• Paid time off

• Day shift
• Monday to Friday