We are seeking a highly organized and proactive Office Manager to oversee the daily operations of our Sonoma County Family Law Firm. Preferred candidate should have 5-7 years’ office experience. The Ideal candidate will serve as the first point of contact for visitors and callers, providing a welcoming and professional first impression for the organization and oversee the day-to-day administrative operations of the office, ensuring its smooth and efficient functioning. Canidate must be empathetic and discrete as the cases handled are of a very personal and emotional nature. This role involves a wide range of responsibilities, including greeting and directing visitors, answering phones, handling inquiries, managing office supplies, coordinating schedules, supervising staff, and handling inquiries. They will need to act as a central point of contact for various office-related tasks and contribute to the overall productivity and organization of the workplace. If you are passionate about creating an efficient office environment, have the necessary qualifications and can pass a background check, we encourage you to apply.
Key Responsibilities:
Greeting and Directing Visitors: welcome guests, guide them to their destinations within the office, and ensure they feel comfortable.
Answering Phones and Handling Inquiries: professionally answer and direct incoming calls to the appropriate personnel. Respond to general inquiries, provide information, and resolve basic issues or direct them to the relevant individuals.
Office Maintenance: ensure the reception and common areas are organized and presentable.
Office Operations: Managing office supplies, equipment, and facilities; coordinating maintenance and repairs; overseeing office layout, organization, and support of other staff with clerical tasks.
Administrative Support: Handling correspondence, scheduling meetings and appointments, managing calendars, and maintaining records.
Budget Management: Overseeing office budgets, managing expenses, and ensuring efficient use of resources.
Accounting Support: Monitor all vendor invoicing insuring timely disbursement of funds and policy compliance. Distribute client invoices and facilitate collections.
Maintaining Records: responsible for updating office records and managing other administrative documents.
Communication & Coordination: Acting as a point of contact for staff, clients, and vendors.
Policy & Procedure Implementation: Developing and implementing office procedures, ensuring compliance with company policies and safety regulations.
HR Support: Maintain employee files and company licenses, review and process payroll.
Event Planning: Organizing company events, meetings, and conferences.
Skills and Qualifications:
A strong customer service orientation is essential for creating a positive and welcoming environment.
Empathy is required as the cases handled are extremely emotional by nature.
Ability to multitask and prioritize effectively using strong organizational skills along with excellent time management are required to manage multiple tasks, prioritize responsibilities, and maintain an organized workspace.
Excellent verbal and written communication and interpersonal skills are crucial for interacting with visitors and colleagues.
Must be able to handle various duties simultaneously, such as answering phones, greeting visitors, and managing administrative tasks.
Required to be able to address basic issues, find solutions, and escalate complex problems as needed
Technical proficiency in office software (e.g., Microsoft Office Suite, QuickBooks, ShareFile, DocuSign, and Adobe) and office equipment like phones, computers, printers, and copiers.
Experience in office management or a related field is a plus.
Compensation and Benefits:
$60,000 to $70,000 annually, depending on experience and skill set.
100% employer-paid: Medical, Dental, and Vision plans.
401(k) retirement plan with 3% employer match and possible additional profit sharing each year.
Paid vacation, with increased accrual based on tenure.
10 paid holidays annually.