Office Manager for Process Serving Agency

Job Description

Job Description

All New York Process Servers is seeking an organized, detail-oriented, and customer-focused Office Manager to oversee the daily operations of our busy process serving agency. The Office Manager plays a key role in ensuring exceptional client service, maintaining quality control, supporting staff, and keeping cases moving efficiently from intake to completion.

The ideal candidate thrives in a fast-paced environment, communicates professionally, and understands that accuracy and timeliness are critical in the legal field.

Responsibilities

Office Operations

• Manage day-to-day office operations and workflow.
• Oversee and support administrative staff and process servers.
• Ensure deadlines are met and cases are handled efficiently.
• Maintain company procedures and quality control standards.
• Assist with scheduling and assigning work.

Client Service

• Serve as a primary point of contact for clients, attorneys, and vendors.
• Respond to inquiries via phone and email in a professional and timely manner.
• Resolve client concerns and provide status updates.
• Build and maintain strong relationships with existing clients.

Case Management (oversee these tasks)

• Review new assignments for accuracy and completeness.
• Enter and monitor cases in process serving software.
• Track deadlines and follow-up requirements.
• Coordinate with process servers and subcontractors throughout New York State.
• Ensure proper completion and return of affidavits and affirmations of service.

Quality Control (oversee these tasks)

• Review service attempts and notes for accuracy.
• Ensure compliance with client instructions, CPLR requirements, and company standards.
• Maintain detailed records and documentation.

Administrative Duties

• Process invoices and assist with billing functions.
• Monitor accounts receivable and collections as needed.
• Prepare reports and assist with special projects.
• Help implement and improve office procedures.

Qualifications

• 3+ years of office management or administrative experience.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Ability to prioritize and meet deadlines in a fast-paced environment.
• High attention to detail and accuracy.
• Professional and customer-service oriented.
• Proficiency with Microsoft Office, Google Workspace, and web-based software (will be trained).
• Understanding of process serving.

Desired Traits

• Self-motivated and dependable.
• Positive attitude and team player.
• Strong problem-solving skills.
• Ability to handle confidential information.
• Comfortable managing multiple priorities simultaneously.
• Takes pride in providing exceptional service and maintaining accuracy.

Benefits

• Competitive salary
• Paid time off
• $200 towards health insurance
• 3% match towards retirement
• Growth opportunities
• Supportive team environment

PAY IS NEGOTIABLE