Office Manager

Job Description

Job Description

The Office Manager will own the firm’s internal operating rhythm: monitoring workflow, keeping task systems up to date, coordinating intakes, supporting client communications and scheduling, and improving the consistency of firm processes.

Core Responsibilities

1.- Office Operations and Workflow Management

· Maintain a reliable firm-wide workflow system.

· Review task queues regularly; identify overdue, duplicate, stale, unassigned, or improperly routed tasks.

· Maintain standardized procedures, templates, and internal reference materials.

· Coordinate staff meetings.

· Monitor administrative systems, document process failures, and recommend practical improvements.

2.- Intake Operations and Client Onboarding

· Manage intakes from initial inquiry through scheduling, retention decision, and onboarding.

· Manage intake forms, reminders, status updates, and coordinate follow-up.

· Support data-entry, document-collection, and client-contact.

· Track referral sources and help maintain referral relationships.

3.- Communications, Scheduling, and Administrative Case Support

· Coordinate client communications, scheduling, and document follow-up.

· Answer and respond to phone calls as needed.

4.- Records and Document-Flow Oversight

· Work with records staff to monitor the status of medical record requests.

· Coordinate document naming, organization, and quality-control procedures.

· Support staff with follow-up of records requests

5.- Firm Administration and Vendor Coordination

· Coordinate routine office administration, supplies, technology, or vendor follow-up.

· Monitor and assess reception services and promptly address any issues.

· Maintain firm calendars.

· Assist with timekeeping follow-up and internal reports as assigned.

Required Qualifications

· Demonstrated experience and competence in managing operations, workflows, projects, or office administration in a legal, medical, social services, or deadline-driven setting.

· Exceptional organization, prioritization, follow-through, and written communication.

· Ability to handle confidential client information with discretion and sound judgment.

· Comfort using cloud-based case-management, document, and calendaring technology.

· Ability to identify process breakdowns and drive tasks to completion without excessive supervision.

· Comfort navigating bureaucratic mazes—agency phone trees, missing paperwork, and systems that appear designed to test human patience—with persistence, tact, and a sense of humor.

· Strong client-service skills, including the ability to communicate respectfully with people experiencing disability, financial hardship, medical issues, or other stressors.

· Ability to distinguish administrative work from matters requiring legal judgment.

· Ability to attend in-person training in Lawrence, KS, for the duration of the 90-day probationary period.

Preferred Qualifications

· Experience in a plaintiff-side Social Security disability practice, legal aid organization, health-care setting, or other high-volume client-services practice.

· Experience with Adobe Pro, Clio, electronic records, or Social Security disability administrative processes.

· Experience supervising administrative staff or coordinating cross-functional workflows.

· Familiarity with HIPAA-sensitive records practices and the handling of medical information.

· Spanish-language proficiency or experience serving multilingual client populations.

How to Apply

Please submit a résumé and a brief cover letter describing your experience managing operations, priorities, and client-facing workflows in a deadline-driven organization. In the cover letter, please include an example of a workflow or process you improved and the result.

Application materials must include the text "I pay attention to details." Direct applicants only. Please do not contact the firm regarding recruiting, staffing, or placement services. We will not respond to unsolicited third-party submissions. No phone calls, please.