🚀 Office Manager for a Boutique Law Firm

Are you the go-to person for keeping things organized and running smoothly? Our small but mighty business immigration law firm in Woburn, MA, is looking for an Office Manager to be the heartbeat of our operations. We need someone who’s proactive, detail-oriented, and ready to keep our office buzzing with efficiency and positive energy.

Are you a seasoned professional with a wealth of experience ready to bring your organizational and management skills to a dynamic business immigration law firm? We value the experience, dedication, and reliability that seasoned professionals bring to the table. If you're retired or semi-retired and looking for a fulfilling opportunity to contribute your expertise and make a meaningful impact, we encourage you to consider joining our team.

What You’ll Do:

🗂️ Office Operations & Support:

Keep the office humming by managing daily functions, syncing work activities, and ensuring everyone is on the same page.
Be the master of our 📅 calendar, scheduling client meetings, tracking filing deadlines, and coordinating immigration service interviews.
Improve efficiency by implementing and managing office policies and procedures.
Assist with case preparation and document management, including assembling application packages and preparing legal documents.
Join office meetings to boost communication and collaboration, ensuring all tasks are followed up on.
Provide essential support to our attorneys and paralegals, keeping everything organized and deadlines on track.
✈️ Handle travel arrangements and plan firm events with flair.

👥 Client Relations:

Track client renewals and send reminders to keep things moving smoothly.
📞 Answer calls, greet clients, and handle inquiries with a professional yet personable touch.
Assist in preparing and submitting immigration petitions and other key documents.
Act as the main point of contact for client scheduling and billing inquiries.

📄 Document Management:

Stay on top of mail by scanning, organizing, and attaching it to the correct client cases in our system.
Ensure all communications—mail, emails, faxes—are processed and documented accurately.

💼 Financial Management:

Collaborate with our contract bookkeeper to keep financial records in tip-top shape, including accounts payable/receivable and bank reconciliations.
Manage the IOLTA account with precision, ensuring monthly reconciliations and accurate fund transfers.
Take charge of invoicing, payment tracking, and following up on overdue accounts.
Liaise with external accountants and advisors for tax filings and other financial needs.

🔧 Human Resources:

Manage payroll, employee benefits, and timekeeping with attention to detail.
Oversee the onboarding of new employees and maintain compliance with labor laws and firm policies.
Organize staff meetings, team-building events, and professional development opportunities.

🏢 Vendor & Facilities Management:

Keep the office stocked and running by managing supplies and coordinating with vendors.
Oversee vendor relationships, negotiating contracts, and evaluating products/services to boost efficiency.
Coordinate office maintenance, ensuring a safe and productive environment.

📋 Compliance & Reporting:

Ensure compliance with legal and regulatory standards, working closely with leadership and our bookkeeper.
Prepare and manage compliance reports, and maintain office certifications and licenses.
Track and manage insurance policies, including liability coverage, ensuring timely renewals.

💻 Technology Management:

Oversee our case management, billing, and CRM software, ensuring the team is trained and efficient.
Manage the firm’s online presence, including website updates and social media.

What You’ll Bring:

💡 Key Skills:

Proficiency with QuickBooks and office software.
Experience with legal practice management software is a plus.
Strong understanding of office operations, HR, and administrative procedures.

🎓 Education & Experience:

2-3 years of experience in office administrative support, ideally within a legal or professional services environment.
A degree or coursework in business administration, management, human resources, office operations or a related field is preferred.

Why Join Us?

⏰ Flexible Hours: Seasonal hours with a minimum of 30 hours per week, with the potential to increase up to 40 hours per week and occasional overtime during peak periods.
. Start time between 9:00 AM and 10:00 AM.
📍 Location: Woburn, MA (in-office role).

PampaninFoster, LLC

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