Paralegal/Office Manager

Job Description

Job Description

THIS ROLE WILL BE ONSITE 5 DAYS PER WEEK IN MIDTOWN MANHATTAN.

The Paralegal & Office Manager is a new role with our growing firm. This position oversees the daily onsite operations while also supporting the paralegals, attorneys, and staff onsite. This person will be able to step in wherever needed to meet the tight deadlines of our busy practice while also providing guidance to our team members. The person may also serve as back-up to our calendaring clerk and support ongoing projects within the daily operations.

Responsibilities:

Office administration (10%)

• Supervise daily office operations to ensure a smooth, professional workplace.
• Manage office logistics, supplies, mail services, file organization, and technology support.
• Serve as a primary onsite person for all office vendors including IT managed service providers, software, building, and repairs.
• Enforce office policies, attendance protocols, and administrative protocols.
• Recommend process improvements to increase efficiency and consistency across the office.
• Support onboarding/offboarding logistics including facilitating workstation configuration, access requests, keys/badges, and directory updates.

Practice Support Leadership (10%)

• Function as the onsite go-to person for leadership, attorneys, paralegals, and staff to meet the operational and practice support needs as they arise.
• Be able to fill in for any and all legal support staff including paralegals or assistants during their absences, planned PTO, or other gaps in needs.
• Prioritize and supervise the performance of workflows to facilitate everyone in hitting their goals.
• Train and coach team members, provide feedback, provide performance input, and support professional development.
• Coordinate staffing and recruiting support for practice support roles.
• Serve as a professional liaison among attorneys, staff, clients, and external parties to ensure timely communication and follow-through.

Litigation Support & Document Production (80%)

• Implement checklists and controls to reduce errors and ensure deadlines are met for the court, client, and attorneys.
• Serve as the escalation point to support all attorneys in meeting their case needs.
• Lead preparation and finalization of practice documents including preparing documents in bulk, assisting with QC, reviewing discovery, or otherwise supporting the legal service delivery.
• e-File documents with the applicable courts and file the court stamped documents in the respective matter files as well as provide notices to attorneys and paralegals.
• Partner with attorneys and leadership on procedural updates related to court rules, client guidelines, and internal controls.
• Perform other administrative and practice support duties as assigned to meet firm needs.

Qualifications

• 3+ years law firm experience in small or mid-size law firm environments.
• Prior litigation experience in a law firm is required, strong preference for No Fault Litigation or Motion Practice.
• Prior experience calendaring in a litigation setting is preferred, but not required.
• Proactive, action-oriented approach to solving problems with the ability to communicate at each step of the process.
• Willingness to continuously learn and improve systems, processes, and technology utilization.
• Strong knowledge of litigation timelines and court rules.
• Ability to pass all required background checks.
• Willingness and ability to be onsite 5 days a week.