An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Cape Law Firm PLC is a small, tech-centered practice specializing in agricultural law, intellectual property, and litigation. We are intentionally lean — built for quality and precision rather than volume. Everyone here, including administrative staff, is expected to think, take ownership, and look to improve the way things get done.
ABOUT THE ROLE
The Firm Administrator owns the operational backbone of the practice: bookkeeping coordination, litigation support, billing and collections support, file and document management, calendar and deadline control, publishing the firm's newsletter, and keeping the front of the office responsive. The systems you run are the ones the practice depends on. This is an administrative career position, not legal training. What we want is someone who takes real satisfaction in running a professional office well, and who intends to be here for years rather than months. We will ask about tenure and we will check references.
CORE RESPONSIBILITIES
Bookkeeping and Financial Operations Capture, categorize, and publish receipts and expenses into the firm's accounting system Track incoming payments and confirm they are applied correctly across systems Act as day-to-day liaison with the firm's remote bookkeeping team — answering questions, supplying documentation, and holding the monthly reconciliation schedule Generate and distribute monthly prebills and invoices; follow up on aging receivables, including collections calls Assist with accounts payable and check preparation Files, Documents, and Calendar Maintain the firm's digital filing system — organized, current, and clean Manage incoming mail and paper flow: scan, name, and file Maintain the firm-wide calendar, including all case and matter deadlines Prepare and assemble routine correspondence and documents Client Communication and Intake Manage calls and messages from the firm's reception service and return them promptly Respond to new-client inquiries and move them through intake Communicate with clients as directed, including routine status updates Newsletter and Digital Presence Publish the firm's newsletter on schedule — website blog, LinkedIn, and email distribution Maintain the email subscriber list, segments, and sequences Source imagery, keywords, and tags for each post Litigation and Transactional Support Manage the firm-wide calendar, including all case and matter deadlines Handle logistical needs of active cases: electronic court filings, scheduling process servers and court reporters, arranging depositions Communicate with clients as directed, including routine correspondence and status updates General Office Order and maintain office supplies; run local errands (post office, FedEx, bank) Arrange travel and scheduling logistics Proofreading and copyediting
TECHNOLOGY
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NON-NEGOTIABLE
Our tools are common ones, but you must be genuinely comfortable in them. We run Microsoft 365 (Outlook, Word, Excel, Teams, OneDrive and SharePoint), Adobe Acrobat Pro, cloud-based practice management software, cloud bookkeeping software, and AI tools including Claude. You should be the kind of person who learns unfamiliar software by opening it and working through it — not by waiting for someone to walk you through every step.
Required:
working proficiency in Microsoft 365 and Adobe Acrobat Pro, and comfort managing files in the cloud Strongly preferred: bookkeeping software (Xero, QuickBooks, or similar) and legal practice management software Strongly preferred: publishing to LinkedIn, a website blog, and an email newsletter platform
Required:
willingness to use AI tools daily as an ordinary part of your workflow We believe good systems make work more enjoyable and less stressful. Everyone here is expected to ask, "Is there a better way to do this?" — and then to go do it.
WHAT WE ARE LOOKING FOR
Three or more years in administrative or professional office support A track record of staying in a role and finishing what you start Someone who notices when something is off and fixes it without being asked Comfort working independently with very little supervision Sound judgment with confidential client information
WHO THIS ROLE IS BEST FOR A
career administrative professional who wants a stable, long-term position in a specialized and genuinely interesting practice. Someone returning to the workforce who wants real responsibility on a predictable schedule. Someone who would rather be useful than busy. A career administrative professional who wants a stable, long-term position in a specialized and genuinely interesting practice. Someone returning to the workforce who wants real responsibility on a predictable schedule. Someone who would rather be useful than busy.
TO APPLY
We expect a large number of applications and cannot interview everyone. This posting asks one thing of you before you apply: read it carefully. When you apply you will answer a short set of screening questions. One of them asks you to type a specific sentence from this posting.
Here it is:
"I'm ready to join Cape Law Firm!" Applicants who cannot supply it did not read the posting, and we will not review their applications. A cover letter is optional but it helps. If you write one, tell us specifically why this role fits your life right now — not just your skills, but your situation and your intentions. Apply through this posting only; please do not email or telephone the firm. This position will remain open until filled.
Pay:
$22.00 per hour Expected hours: 18.0 - 20.0 per week Application Question(s): In the job description there is a sentence we ask you to repeat. What is it?
Experience:
administrative or professional office support: 3 years (Preferred)
