Office Manager

The Carlisle Group has been retained to search for an Office Manager. Our client was founded in 2014 and advises individuals and their families about the legal challenges facing them today including Asset Protection, Specials Needs Trusts, Wills, Trust Design, Guardianships, Medicaid and Estate Planning, Nursing Home Matters & Estate Administration. The Mission of the firm is to provide excellent service to their clients in the development, implementation, and administration of a cost-effective estate plan for today and throughout their lives by progressively updating their plans to meet their changing circumstances. The law firm has one location in Reading, PA, with 10 employees. This is an in-office opportunity.

Position Summary

The Office Manager will utilize business process development experience to improve existing operations of the law firm through the full utilization of existing software, integration of the applications, and leveraging the capabilities of the technologies to improve and expand efficiency and effectiveness. This role will oversee the operational and administrative support functions for the law firm.

Responsibilities

Office Management

• Accounts receivable – Use QuickBooks Online to record payments and prepare checks for deposit. Review Clio software for outstanding balances due, tasks, and revise fields when necessary.
• Accounts payable – Use QuickBooks Online to analyze all invoices and issue checks to pay expenses.
• Prepare monthly spreadsheets for income and expenses to give to the bookkeeper and research any questions.
• Assist in hiring new employees. Manage onboarding paperwork, 401k timing, health insurance options, etc. for new employees.
• Track PTO and coordinate with staff for out-of-office days.
• Report PTO and OT bi-weekly.
• Report changes in 401k withdrawals and health insurance premium deductions.
• Manage all insurance programs for the office. Health insurance for the staff, short-term disability insurance, business liability insurance, etc.
• IOLTA Issue checks and deliver to partner for entry into Clio software.
• Enter transaction into FNB Positive Pay software.
• Deposit checks as necessary and give to partner for entry into Clio software.
• Oversee staff and ensure their job responsibilities are being handled appropriately and assist if needed.
• Explore and manage HR matters, complaints, and concerns. Work to find solutions with the team to build morale and confidence.
• Third-party marketing firm (Integrity Marketing Solutions). Point person to lead and manage the third-party marketing firm as it relates to the law firm’s website, Facebook, Nextdoor, and LinkedIn pages. Oversight of current and relevant content.
• Coordinate on editing and publishing two articles a week for an email blast, Facebook, Nextdoor, and LinkedIn.
• Website and Social Media Management Add events and photos as appropriate to different sites.
• Add webinars each month to website & Lawmatics software.
• Add testimonials to website.
• Bring Google reviews to the website and reply to them.
• Add “Upcoming Events” to our email blasts.
• ERP and software integration to improve and leverage the effectiveness, collaboration with various software programs and continuous improvement with expanding the capabilities of the different applications.
• Work with an Integration Consultant as the lead for the law firm on needed projects and expanded capabilities. Act as the liaison with the consultant to learn the new and improved applications and partner with the attorneys and staff to train and develop. (Lawmatics, DecisionVault, Clio, Claude/AI, and MS 365).
• Work as a liaison and point person with Fraser (copier supplier/vendor) and Eberly (IT Management).
• Track and review all office supplies and order marketing materials.

Requirements

• Bachelor's degree is preferred.
• Certifications in Certified Administrative Professional - CAP, Professional Administrative Certification of Excellence – PACE, Certified Business Office Manager – CBOM, Certified Associate in Project Management - CAPM, or Six Sigma are highly desired.
• 10+ years of experience in an administrative support role within a professional services business.
• 7+ years of experience using CRM and ERP software.
• 3+ years of experience managing outside vendors or suppliers to complete projects or provide various services in IT, marketing, accounting, website, and social media content, etc.
• Demonstrated experience managing multiple tasks and priorities daily.
• Ability to communicate effectively orally and in writing.