Office Manager - Legal

Job Description

Job Description

Ponte Vedra Beach, Florida | Full-Time | In-Office

Boutique Estate Planning and Tax Firm | Run the Business Side of a Growing Practice 

Trudeau Kane, PLLC is hiring a full-time Office Manager to run the business side of a growing boutique law firm. This is the person the partners will count on to keep operations, people, vendors, and the office itself running smoothly, so the attorneys can stay focused on clients.

Trudeau Kane is a newly formed boutique firm focused on estate planning, estate and trust administration, taxation, and business planning. The firm was started by two board-certified attorneys with long-standing client relationships and deep roots in the Northeast Florida estate planning and tax community. Each of the firm’s five attorneys holds an LL.M. in Taxation or Estate Planning, and the team serves high-net-worth families and business owners.

The firm has 10 employees today and expects to grow in the coming years. This is a long-term leadership role for someone who wants to build a firm’s operations while it is still small, with direct access to the founding partners and a real voice in how the firm runs.

About the Role

You will oversee daily operations, serve as the bridge between firm management and staff, and own HR, facilities, vendor, and technology coordination. You will work alongside the firm’s outside accounting team and IT providers rather than doing that work yourself, and you will help the partners plan for growth. This role reports directly to the founding partners.

People and culture are a big part of the job. You will lead recruiting, onboarding, training, and performance reviews for attorney and non-attorney staff, and you will help keep the office a professional, positive, and collegial place to work.

Key Responsibilities

• Oversee daily office operations, including workflow, staff coverage, office procedures, and the client experience from the front desk on
• Coordinate with the outside accounting team on receivables, payables, and client billing, and support the firm’s compliance with Florida Bar trust accounting rules
• Coordinate with outside IT providers to evaluate, implement, and support technology, including practice management, document management, and Microsoft 365
• Serve as the liaison between firm management and employees
• Manage equipment, facilities, vendors, and office service requirements
• Take part in strategic planning with the partners to set and reach firm goals as the firm grows
• Develop and implement operational and matter management policies that support consistent, high-quality client service
• Develop and implement HR policies, maintain the employee handbook, and coordinate payroll and benefits with the firm’s providers
• Lead recruiting, onboarding, and training for attorney and non-attorney staff
• Conduct performance evaluations and manage HR matters, including coaching, discipline, and terminations, in line with Florida and federal employment law
• Plan firm-wide events that build morale and collegiality

Requirements

Experience and background:

• At least 8 years of office management experience, including supervising staff. Law firm experience strongly preferred
• Strong working knowledge of HR practices and employment law, including hiring, onboarding, performance management, and terminations
• Experience working with outside accountants and IT vendors. Familiarity with law firm billing and trust accounting is a plus
• Bachelor’s degree in management, human resources, business administration, or a related field preferred. Relevant experience will also be considered. SHRM-CP or PHR certification is a plus

Must-haves:

• Advanced proficiency in Microsoft Word, Excel, and Outlook, and comfort learning practice management software
• A professional, positive presence and exceptional interpersonal skills with attorneys, staff, and clients
• Interest in a long-term role with a growing firm
• Outstanding organization and follow-through, with a commitment to excellent service
• Sound judgment and the discretion to handle confidential client and employee information

Why This Role Stands Out

• Report directly to two board-certified founding partners and have a real voice in how the firm runs
• Build the firm’s operations, policies, and culture while the firm is small enough for your work to be seen
• Grow with the firm as it adds attorneys and staff
• Outside accounting and IT partners handle the bookkeeping and help desk, so your time goes to operations and people
• A predictable Monday to Friday, 9:00 AM to 5:00 PM schedule in Ponte Vedra Beach

Benefits

Compensation and Benefits

• Salary: $85,000 to $120,000, commensurate with experience
• Health, dental, and vision insurance for the employee
• 401(k)
• Life insurance
• Paid time off and paid holidays
• Professional development support and reimbursement for professional membership fees, such as ALA or SHRM

How to Apply

Please submit your resume for confidential consideration. A cover letter is not required with your initial application. Candidates selected to move forward will be asked for a brief cover letter and professional references. We will contact candidates who best meet the criteria for the position, and all applications will be handled with discretion.

Equal Opportunity Employer

Trudeau Kane, PLLC is an equal opportunity employer. We are committed to a workplace free of discrimination and consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law.