Legal Office Manager

Legal Office Manager at Genuine Search Group Legal Office Manager at Genuine Search Group in Santa Monica, California Posted in 7 days ago.

Type:

full-time

Job Description:

We are a busy plaintiff-side personal injury law firm seeking an experienced, detail-oriented Office Manager to oversee daily operations, support attorneys and staff, and ensure efficient client service. The Office Manager will combine administrative leadership, HR and finance oversight, office systems management, and a client-focused mindset to help the firm run smoothly and grow. Key Responsibilities Office operations & administration Manage day-to-day office functions: reception, mail, supplies, equipment, vendor relationships, facilities and office safety. Implement and maintain office policies, procedures and workflow best practices. Oversee phone system, calendar coordination protocols and document management processes. Team leadership & HR support Supervise administrative staff (receptionists, legal assistants, file clerks); hire, train, coach and schedule support staff. Coordinate recruiting, onboarding, performance reviews, employee records, timekeeping, PTO and benefits administration in partnership with external providers or firm leadership. Promote positive workplace culture and ensure compliance with employment laws and firm policies. Financial & billing administration Oversee accounts payable/receivable, trust account tracking, client billing support and basic bookkeeping; coordinate with outside CPA/bookkeeper for month-end and tax preparation. Prepare and monitor budgets, expense reports and vendor contracts. Ensure compliance with IOLTA/trust accounting rules and maintain accurate financial records. Case intake & client relations support Manage the client intake process and intake staff; ensure timely follow-up and accurate conflict checks and file openings. Maintain high standards for client communication; triage client calls, inquiries and complaints and escalate to attorneys as needed. Coordinate client appointments, medical records requests and document deliveries. Office systems, technology & compliance Oversee case management, document management, calendaring, and CRM systems: implement updates, user training and best practices. Liaise with IT vendors for hardware, software, backups, cybersecurity and remote access. Ensure file retention, confidentiality, records security and litigation hold procedures comply with legal and ethical obligations. Special projects & reporting Produce regular operational reports (staffing, cash flow, intake metrics) for firm leadership.

Lead special projects:

office moves, process improvements, vendor negotiations and technology rollouts. Required Qualifications 3-5+ years office management or operations experience, preferably in a law firm (plaintiff personal injury experience strongly preferred). Strong knowledge of legal office procedures, intake, and trust accounting (IOLTA) practices. Proficiency with case management and document management systems (e.g., Clio, MyCase, TrialWorks, Worldox) and Microsoft 365/G Suite. Proven supervisory experience and strong interpersonal skills. Excellent organizational, multi-tasking and problem-solving abilities. High integrity, discretion and adherence to client confidentiality. Desired Skills Basic bookkeeping and budgeting experience; comfortable working with outside accountants. Familiarity with employee benefits administration and employment law compliance. Experience implementing office systems and process improvements. Strong written and verbal communication skills and customer-service orientation. Working Conditions & Expectations Full-time, on-site position (flexible/remote days negotiable depending on firm needs). Occasional evening or weekend work during high-volume periods or critical deadlines. Reports to firm partners or managing partner.