Law Office Manager

Law Office Manager Khalil Law Corporation Glendale, CA Job Details Full-time $48,000 - $60,000 a year 22 hours ago Benefits Paid time off Qualifications Spanish Microsoft Outlook English Administrative experience Bachelor's degree Organizational skills Law office Certified Notary Public Clerical experience Document management systems Office experience Full Job Description Job Overview Khalil Law Corporation is seeking a bilingual (English/Spanish) Office Manager to join our growing legal team at our Glendale office. This is not a receptionist role — we are looking for someone who can run the operational side of the practice. The ideal candidate is highly detail-oriented, fond of developing systems to maintain efficiency, exercises sound judgment, and has the initiative to identify and implement process improvements. You will be the first point of contact for clients, the gatekeeper of the firm's calendar and inboxes, and the person responsible for ensuring nothing falls through the cracks. This role requires consistent punctuality, dependable attendance, and exceptional customer service. The successful candidate presents professionally when greeting clients in person, communicates with warmth and discretion, and is genuinely invested in helping the firm meet its clients' needs.

Schedule:

Full tiime, in-person.

Office Hours:

Monday through Friday, 8:00 AM to 4:30 PM. Company Overview Khalil Law Corporation handles a diverse caseload in federal and state courts across business, civil, real property, and trusts/estates matters. On the business side, we handle agreements, corporate compliance, formation/dissolution/mergers, and litigation. In civil matters, we represent both plaintiffs and defendants across a wide variety of cases. Our real property practice covers agreements, landlord-tenant disputes and litigation, homeowner rights, and transactional work. In trusts and estates, we handle everything from estate planning to trust and estate administration. We are consistently busy, but the work environment is down-to-earth, low-ego, and collaborative. Job Responsibilities 1. Client Communication and Intake Handle incoming and outgoing calls to/from the firm, including maintaining an organized log of callers and messages via Ring Central, transferring calls efficiently to the appropriate team member, and calendaring appointments using Clio. Manage the firm's "contact" inbox with judgment and minimal supervision: route client inquiries to the appropriate case manager with an acknowledgment to the sender; handle electronic service appropriately; for website inquiries, proactively assess the matter, request additional information by phone or email when needed, and calendar consultations with the appropriate attorney when the firm can potentially assist. Contact clients regarding intake appointments, trust signing appointments, discovery responses, deposition scheduling and reminders, and trial preparation, using Clio as instructed. Greet in-person clients warmly and professionally, walk them to the conference room, and prepare the space for attorney consultations. 2. Billing and Cost Capture Manage the firm's "billing" inbox: review incoming vendor invoices, identify the correct client matter, and promptly enter each cost into Clio so that reimbursable expenses are captured on the next bill. Missed costs are missed revenue — this responsibility is critical. Dispatch and obtain executed fee agreements, audit outstanding fee agreements, and send client engagement letters and end-of-representation letters using Clio. Collect payments and issue receipts for in-office invoice payments. 3. Filing, Service, and Court Support File legal documents electronically via One Legal, Clio, and other e-filing platforms as instructed. Order physical proof of service through Proof, One Legal, and similar services. Electronically serve documents prepared by the attorney and legal staff, and maintain organized records of service. Prepare for and support remote court hearings. 4. Calendar and Deadline Management Daily management and upkeep of the firm's calendar in Outlook, including case deadlines, court hearings, client appointments, internal deadlines assigned by attorneys, and staff vacations. Conduct weekly and monthly calendar audits to catch conflicts and approaching deadlines. Generate a weekly report to the attorneys of upcoming deadlines and events. 5. Mail, Files, and Records Handle all incoming and outgoing mail, including tracking return receipts and processing and distributing received mail. Create, file, retrieve, manage, organize, close, and store physical and digital client files using Microsoft OneDrive or the internal server. 6. Systems and Process Improvement Identify opportunities to automate recurring workflows — intake, reminders, billing handoffs, service tracking — and implement them using Clio, Outlook rules, and similar tools. Generally provide administrative and clerical support to legal staff as needed.

REQUIRED

Qualifications Fluent in English and Spanish (spoken and written). Strong organizational skills with meticulous attention to detail. Excellent time management and the ability to prioritize in a fast-paced environment. Excellent verbal and written communication skills. Excellent interpersonal and customer service skills. Sound judgment, discretion, and the ability to maintain confidentiality. Proficiency with Microsoft Office. Familiarity with document management systems. Preferred Qualifications Bachelor's Degree. 3+ years of administrative or office experience. Prior experience in a law firm or other professional services environment. Experience with Clio, One Legal, or similar legal practice management and e-filing platforms. Experience building or improving automated workflows. Education Most duties will be trained. Knowledge of the law is not required — a genuine desire to learn is. Physical Requirements Prolonged periods sitting at a desk and working on a computer. Our office is located on the second floor of an office building that is accessible by stairs only (no elevator). This role requires arriving at and departing from the office daily, as well as occasional trips up and down the stairs during the workday (for mail, client greetings, and similar tasks). •Khalil Law Corporation reserves the right to add or change job responsibilities at any time.•

Job Type:

Full-time Pay:

$48,000.00 - $60,000.00 per year

Benefits:

Paid time off

Education:

Bachelor's (Preferred)

Experience:

Law office: 3 years (Preferred)

Language:

Spanish (Required)

License/Certification:

Certified Notary Public (Preferred) Ability to

Commute:

Glendale, CA 91203 (Required)

Work Location:

In person