Office Manager

We are seeking an experienced and detail-oriented Office Manager to join our client's organization in downtown, Chicago. This role is crucial for ensuring smooth office operations, managing technology needs, maintaining firm files, and supporting various administrative tasks. The ideal candidate will have a strong background in office management within a law firm, financial or investment setting and possess excellent organizational and problem-solving skills.

Essential Duties and Responsibilities:

• Primary Office Contact: Serve as the main contact for all office needs, including facilities and technology.
• Office Maintenance: Oversee general maintenance, supply stocking, and equipment maintenance.
• Vendor Management: Manage relationships with the building landlord and vendors, including outsourced technology services.
• Technology Management: Oversee technology projects and equipment needs, including hardware and software upgrades, loaner requests, and new hire computer setups.
• New Hire Training: Manage new hire technology setup and lead training in various firm software products and policies.
• Meeting Support: Assist with technology setup for meetings and video conferences.
• File Maintenance: Maintain physical and electronic firm files, memorialize firm meeting discussions, and maintain documentation.
• Website Maintenance: Update firm websites, including attorney biographies and news/article/event updates.
• Accounting Support: Assist the Firm Administrator with billing, collections, and accounts payable support.
• Reputation Enhancement: Enhance firm management reputation by accepting ownership of new and different requests and exploring opportunities to add value.
• Timesheet and Payroll Management: Update hourly timesheets, manage PTO requests, and assist with payroll processing.
• Interview Coordination: Coordinate staff and attorney interviews, prepare offer letters, process new hire paperwork, and set up new hires in firm systems.
• Invoice Processing: Enter and process firm invoices.
• Credit Card Management: Manage and reconcile firm credit cards, track receipts, and pay bills monthly.
• Conflict Checks: Run conflict checks and open new file matters in the billing system.
• Supply Management: Order and restock office and kitchen supplies.

Skills/Qualifications:

• Detail-Oriented: Excellent organizational skills and attention to detail.
• Pressure Management: Ability to work well under pressure, manage conflicting deadlines, and reprioritize tasks with minimal supervision.
• Problem-Solving: Effective problem-solving skills for complex situations, using sound judgment in decision-making processes.
• Confidentiality: Handle confidential matters discreetly and responsibly.
• Communication Skills: Effective communication skills, including courteous handling of situations with patience and tact.
• Technology Troubleshooting: Experience with troubleshooting minor technology issues, including hardware and software.
• Work Hours: Ability to occasionally work more than 40 hours per week and handle irregular hours when necessary.

Education:

• Education: Bachelor’s degree required.

Experience:

• 3-5 years of previous law firm, investment or private equity experience required.
• 3+ years of consistent experience as an Office Manager
• Technical Proficiency: Proficient use of Microsoft Office, Word, Excel, Adobe Acrobat, NetDocuments, and PClaw or Orion is a plus.

This is an excellent opportunity for an experienced office manager to join a dynamic organization and contribute to its operational success. If you have the skills and experience outlined above and are ready to take on new challenges, we encourage you to apply. Join us in supporting our client's commitment to excellence in legal services and office management.