Office Manager

We are seeking a dynamic and organized Office Manager to oversee the day-to-day operations of our San Diego, CA office.

POSITION SUMMARY:

The Office Manager role is pivotal to ensure smooth workflow coordination, supporting the legal team, and maintaining an efficient and productive office environment. The ideal candidate is an effective communicator with strong leadership and organizational skills, ready to collaborate and support a dedicated team.

KEY RESPONSIBILITIES:

Client & Administrative Support

• Facilitate the onboarding of new clients by ensuring timely completion of required documentation and intake forms.
• Contact clients to collect missing questionnaires or documentation, ensuring professional and timely communication.
• Conduct or assist with in-office or off-site client meetings, providing a high level of service and professionalism.
• Serve as a local point of contact for administrative inquiries, ensuring a positive client and visitor experience.

Team Supervision & Support

• Supervise and mentor the San Diego administrative and legal support staff (excluding attorneys).
• Conduct regular one-on-one meetings with non-attorney legal team members to provide feedback, coaching, and performance tracking.
• Develop and deliver in-person training sessions tailored to assigned roles and projects.
• Foster a professional, supportive, and accountable team culture.
• Partner with leadership to uphold and enforce performance standards and internal policies.

Workflow Coordination

• Collaborate with firm leadership and campaign managers to assign and manage workloads across the San Diego team.
• Monitor the progress of active cases and administrative projects, identifying and resolving workflow bottlenecks.
• Assist with preparing the San Diego team to support new campaigns or projects by assessing resource needs and availability.
• Recommend and implement process improvements to increase efficiency and accountability within the legal team’s workflow.

Office Operations 

• Oversee all day-to-day operations of the San Diego office, including supplies, technology support, and facility needs.
• Coordinate with the building management office for maintenance issues, access requests, and building policy compliance.
• Ensure the office remains a clean, safe, and productive workspace for all team members.
• Organize and support internal meetings and firm-sponsored events, such as attorney town halls or training sessions.
• Serve as the main contact for office-related logistics, vendors, and service providers.

Administrative Duties

• Maintain organized records related to staff performance, training, timekeeping, and internal communication.
• Track attendance, manage timecard approvals, and ensure staff records are up to date in partnership with HR.
• Assist with new hire orientation, in-office onboarding, and the local implementation of firm-wide initiatives.

Compliance & Office Growth

• Ensure compliance with California-specific employment regulations, such as timecard tracking, mandated breaks, and labor law postings.
• Work with HR and leadership to audit and resolve compliance issues before they become risks.
• Support office growth by coordinating in-person interviews, helping to onboard new hires, and identifying infrastructure or space needs.
• Act as a local leadership presence, modeling professionalism and firm values while supporting expansion of the San Diego office.

KEY SKILLS:

• Experienced in supervising high-performing teams with a focus on accountability, service excellence, and team development. 
• Strong verbal and written communication skills used to guide team members, provide clear instructions, and address client needs. 
• Demonstrates empathy, discretion, and professionalism when dealing with sensitive or escalated situations. 
• Strong analytical and problem-solving skills with the ability to make data-informed decisions. 
• Maintains high standards for compliance, accuracy, and quality in documentation and client interactions. 
• Monitors team metrics, delivers real-time feedback, and supports growth through hands-on mentoring and training. 
• Identifies day-to-day inefficiencies and suggests improvements that enhance team effectiveness and client satisfaction. 
• Skilled in using dashboards, reporting tools, and operational systems to track performance and manage daily operations. 
• Responsive to shifting priorities and able to manage multiple responsibilities with a calm, solution-focused mindset. 
• Maintains reliability and a proactive attitude, supporting a collaborative and inclusive team culture. 

MINIMUM QUALIFICATIONS:

• 3–5 years of supervisory experience required. 
• Associate or bachelor’s degree in a relevant field preferred
• Proficiency in Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Must have a valid driver's license, and reliable transportation to support a combination of office-based and client-based interactions.

PREFERRED QUALIFICATIONS:

• Experience supervising legal assistants or administrative staff.
• Familiarity with workflow coordination and project management.
• Strong problem-solving and decision-making skills.
• Proven experience in office management, supervision, or a related role. 

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting.
• Perform repetitive tasks such as typing and clicking. 
• Must be able to lift and move light items up to 20 pounds at times.
• Must be able to bend, reach, push, pull, lift, and sit.

The physical demands are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

BENEFITS:

The company offers a comprehensive benefits package including:

• Medical, dental, and vision.
• Voluntary life, accident, critical illness, hospital indemnity, and short-term disability.
• Vacation, sick and floating holidays.
• Employee assistance program.
• Paid parental leave.
• 401(k) retirement plan.

DISCLAIMER:

This is not meant to be an all-inclusive list of duties and responsibilities for this position but constitutes a general definition of the position's scope and function.

EQUAL OPPORTUNITY EMPLOYER:

We are an equal opportunity employer and value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

If you require a reasonable accommodation to complete the application or interview process, please contact us at dl-human-resources@caseopp.com.