Office Manager

About Defiant Law Defiant Law is a growing law office focused on helping clients navigate serious legal and consumer disputes focused in the Residential Solar Panel industry. We are looking for a highly organized, reliable, and proactive Office Manager to help run the daily operations of the firm, support the attorney and staff, improve internal systems, and make sure clients receive professional and consistent service. This is an important leadership and operations role. The right person will be comfortable managing people, tracking deadlines, communicating with clients, organizing files, improving workflows, and making sure the office runs smoothly every day. Position Overview The Office Manager will oversee the administrative operations of the law office, including staff coordination, calendaring, file management, document workflow, billing support, vendor coordination, and office systems. This person must be detail-oriented, professional, trustworthy, and able to work in a fast-paced environment where deadlines and client service matter. The ideal candidate has experience in a law office or professional office setting, understands the importance of confidentiality, and can pivot and and turn on a dime when needed while helping create structure as the firm continues to grow. Key Responsibilities Office Operations Manage the day-to-day operations of the law office. Make sure the office is organized, professional, and running efficiently. Maintain office procedures, checklists, workflows, and internal systems. Track office supplies, equipment, and vendor needs. Coordinate with outside vendors, IT support, phone providers, software providers, process servers, notaries, and other service providers. Identify operational problems and propose practical solutions. Staff Management and Coordination Supervise and coordinate administrative staff, intake staff, legal staff, and support personnel. Help assign and coordinate tasks and follow up to make sure work is completed accurately and on time. Help train new staff on office procedures, client communication standards, software, and file organization. Monitor staff performance, attendance, productivity, and professionalism. Help create a positive, accountable, and client-focused office culture. Serve as the main point of contact for internal administrative questions. Manage payroll issues Onboard and offboard staff Client Intake and Client Service Make sure leads and potential clients are contacted promptly. Ensure clients receive professional, respectful, and timely communication. Help manage difficult client communications and elevate issues when needed. Maintain confidentiality and protect attorney-client privileged information. Calendaring and Deadlines Maintain and monitor attorney calendars, staff calendars, consultation schedules, and case deadlines. Help track court dates, filing deadlines, response deadlines, client follow-ups, and internal task deadlines. Confirm appointments, hearings, meetings, and client calls. Create reminders and systems to prevent missed deadlines. Coordinate attorney availability and staff workload. File and Document Management Oversee opening, organizing, maintaining, and closing client files. Ensure documents are properly saved, labeled, scanned, uploaded, and organized. Maintain consistent naming conventions and folder structures. Help prepare, format, proofread, and finalize client correspondence. Ensure all important documents, contracts, evidence, communications, and client materials are preserved in the correct file. Assist with records requests, document collection, and exhibit organization. Billing, Payments, and Financial Administration Assist with invoicing, payment tracking, retainers, accounts receivable, and client payment follow-up. Coordinate with bookkeepers, accountants, payment processors, and billing software providers. Help ensure client payment records are accurate and organized. Track expenses, vendor invoices, subscriptions, and office-related payments. Prepare basic reports for attorney review. Case Management Support Track tasks assigned to staff and attorney. Help organize evidence, communications, deadlines, and next steps. Assist with regulatory complaints, demand packages, client letters, and other case support tasks as needed. Marketing and Business Development Support Assist with scheduling lunch-and-learns, presentations, community events, and referral meetings. Maintain contact lists for referral partners and professional contacts. Help coordinate reviews, testimonials, newsletters, follow-up campaigns, and basic marketing tasks. Support the firm’s efforts to improve client experience and generate repeat/referral business. Required Skills and Qualifications Prior office management, law office, legal assistant, paralegal, or professional administrative experience preferred. Strong organizational skills and ability to manage multiple priorities. Excellent written and verbal communication skills. Strong attention to detail. Ability to manage deadlines and follow up consistently. Professional phone and email etiquette. Ability to supervise staff and hold people accountable. Comfortable working with clients, vendors, attorneys, and outside professionals. Ability to handle confidential and sensitive information. Strong problem-solving skills. Ability to create and follow systems, checklists, and workflows. Proficiency with Microsoft Word, Outlook, Adobe/PDF tools, cloud-based file systems, and case management software. Bilingual English/Spanish is strongly preferred. Experience with legal intake, client communications, calendaring, billing, or case management software is a plus. Ideal Candidate The ideal candidate is someone who: Takes ownership without needing constant supervision. Notices problems and fixes them. Communicates clearly and professionally. Keeps the attorney and staff organized. Understands that client service is a major part of the firm’s success. Can manage both people and systems. Is comfortable working in a busy environment. Is dependable, punctual, and trustworthy. Wants to grow with the firm long-term. Preferred Experience Law office experience. Experience managing administrative or intake staff. Experience with case management software. Experience with billing, calendars, client intake, and document management. Experience creating SOPs, checklists, or internal workflows. Bilingual English/Spanish communication skills. #Compensation and Benefits Compensation will depend on experience, skills, and ability to manage responsibilities independently. Benefits and additional incentives may be discussed during the hiring process. Starting Rate is $36.00/hr Benefits include contribution to Health Care Insurance, 401k matching, Paid Time off for all Judicial Holidays #J-18808-Ljbffr