Office Manager - Legal Industry

About Us

Moaddel Law Firm, APC has an ambitious mission: to be an industry leader in making professional, reputable and reliable Immigration and Criminal legal services more accessible for individuals and families that need it most. To that goal we are committed to retaining the best and brightest talent and ensuring clients’ full satisfaction.

Position Summary:

The Moaddel Law firm is seeking an experienced Bi-Lingual Office Manager to manage legal office operations leading a team of 3 Front Desk operators. You will leverage your managerial experience to ensure a smooth workflow, leading a professional, welcoming office environment. This role is vital for upholding the Moaddel Firm’s standards of inbound legal documentation, customer service, managing inventory and coordinating administrative tasks.

As a seasoned Manager with exceptional managerial responsibilities; you will lead operational excellence across all the office and front desk functions. Your Spanish and English fluency will drive success in this role. 

Management 

• Adhere to and enforce all firm protocols and procedures, addressing discrepancies in legal documentation handling or non-compliance within mail operations. 
• Assist in coordinating special projects in collaboration with other departments and the Admin team, ensuring timely execution.
• Accountable for onboarding, new hire training and coaching.

Office Operations

• Oversee daily office operations, managing office opens and closes in line with policies and protocols and customer experience.
• Support IT and equipment-related requests by liaising with internal teams and service providers.
• Supervise inventory management operations; monitoring stock levels, analyzing supply trends, and generating strategic reports.
• Proactively identify and implement adjustments to inventory and procurement practices to ensure optimal stock availability, supporting seamless office operations while minimizing shortages and overages.
• Distribute supplies and equipment to new hires and staff.
• Primary contact for vendors and building management to address office needs, including, but not limited to maintenance requests and office improvements.
• Monitor and address IT and equipment requests from staff, coordinating with the appropriate teams or vendors to ensure timely resolution.
• Effectively delegate tasks to the appropriate team members, vendors, or service providers as needed, ensuring tasks are completed accurately and in a timely manner. Monitor progress and follow up as necessary to ensure successful completion

Mail Handling and Scanning

• Oversee mailroom operations, including the accurate sorting, distribution, and dispatch of incoming and outgoing correspondence. 
• Supervise  adherence to established protocols and critical deadlines, proactively identifying and addressing issues to prevent delays, missed deadlines, or workflow disruptions.
• Successfully coach and document discrepancies in mail handling procedures to guard against customer impact.

Client Management

• Lead, mentor, and coach the Front Desk team to deliver exceptional client service and uphold firm standards for processes and protocols providing training, guidance, and performance feedback, communication and assistance to clients, guests and personnel.
• Escalation contact for clients onsite; providing prompt and professional resolution partnering with the Customer Service team.
• Accountable for escalated customer service issues in the absence of the team lead and Customer Service representative ensuring timely and effective resolution.
• Proactively develop and implement strategies to enhance Front Desk operations and Customer experience, improve  productivity, efficiency, and overall workflow.
• Approve and correct timesheets, manage schedule and PTO requests for employees balancing staffing needs.

Qualifications:

• 3+ years of experience in a lead or supervisory role in a corporate environment.
• High School Diploma, Associates Degree or equivalent experience.
• Fluent in Spanish and English (mandatory).
• Legal Experience is a plus.
• Excited to lead the customer experience daily.
• Strong and influential client service skills.
• Professional; leading time and attendance requirments by example.
• Proven leadership, time management and organizational skills.
• Ability to multi-task and manage competing priorities
• Tech Savvy; Google Suite or MS Office with knowledge of Excel.

Physical Requirements:

• Ability to lift up to 20 pounds

Job Type:  Full-time - Expected hours: 40 per week 

Must be flexible to work on weekends, overtime, holidays, and on-call as necessary

The hourly range for this position is $26 USD to $29 USD per hour. Hourly rates are based on a tiered incentive plan. In addition to a competitive base salary, we offer a comprehensive benefits package including health, dental and vision insurance, uncapped paid time off, parental leave, and a 401(k). This position offers a competitive salary commensurate with experience and qualifications. Joining our team provides the opportunity for professional growth and development in a dynamic legal environment. The Moaddel Firm, APC is an equal employment opportunity employer, and we welcome everyone regardless of their race, color, religion, sex, sexual orientation, national origin, age, disability, veteran status or genetics. We're dedicated to providing an inclusive, open, and diverse work environment.

Benefits:

• 401K
• Dental insurance
• Health insurance
• Paid time off
• Paid Parking Onsite
• Vision insurance