Office Manager

ABOUT THE FIRM We are a dynamic, client-focused boutique law firm specializing in real estate and litigation. Our practice thrives on delivering exceptional legal services with a personal touch and we are looking for an Office Manager who embodies those same values. You will be the heartbeat of our office: a voice clients hear and can speak to, the steady hand keeping operations running, and a trusted partner to our attorneys and other staff members, and the right hand of the principal of the firm. THE ROLE The Office Manager is a critical, wide-ranging position that blends administrative excellence with direct client service. You will support attorneys and staff ensuring the day-to-day operations of the firm run smoothly and efficiently. No two days will look the same, and we are looking for someone who thrives in that kind of environment, who is detail oriented and a type A solution to help organize and keep operations in order. KEY RESPONSIBILITIES Client Communications Handle client intake phone calls and emails; coordinate calls with attorneys Draft initial correspondence to clients and opposing counsel on behalf of the managing attorney Prepare and send engagement agreements to new clients; follow up on execution and collect payments Open and organize new client files; provide warm, professional backup support to the front desk Billing & Accounts Receivable Track and enter attorney time into QuickBooks; work with the bookkeeping team to review and send client invoices (fixed fee and hourly) Revise invoices with attorney comments and submit to the bookkeeping team Maintain a system for tracking billing payments, client balances, and outstanding amounts Communicate with clients regarding unpaid invoices; process payments via check, credit card, and wire transfer Vendor & Accounts Payable Maintain and manage vendor relationships Process vendor invoices, payments, and general expense tracking Track payment status for all vendors Calendaring & Scheduling Monitor and maintain the firm calendar including court hearings, filing deadlines, and client meetings Coordinate conference calls, meetings, and professional development programs Schedule attorney speaking engagements and attendance at HOA events and seminars Banking & Financial Administration Review and approve Positive Pay transactions; process some wire transfers On occasion verify wire instructions for incoming transfers to the firm Process credit card payments Corporate & Entity Formation Distribute formation questionnaires to clients and deliver completed information to assigned paralegals Maintain spreadsheet of Florida and Delaware corporate clients; file Articles of Organization and Incorporation Manage Florida Sunbiz account: annual reports, amendments, registered agent changes, and reinstatements Coordinate Delaware entity formations with Inc Serv; communicate with clients on Delaware tax matters Apply for and obtain Employer Identification Numbers (EINs) QUALIFICATIONS Required Full professional fluency in English and Spanish (spoken and written) this is essential 1+ years of experience in a law firm, legal, or professional services environment Some proficiency with QuickBooks, legal case management or billing software Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook) Exceptional organizational skills with meticulous attention to detail Ability to manage multiple priorities simultaneously without dropping the ball, maintain deadlines and oversee process. Preferred Familiarity with Florida Sunbiz, Delaware entity filings, and corporate formation processes Prior experience with legal matters Language proficiency in English and Spanish (other languages may be of interest)

Created: 2026-03-11