Office Manager

O’Hagan Meyer is growing national law firm consistently recognized for professional services provided to clients of the firm.  The Chicago Office Manager is responsible for overseeing the daily functions of the firm’s headquarter office.  Successful candidates will understand the importance and follow through of ensuring attorneys are provided with legal support services necessary to maintain the high level of client services the firm provides.  They will be able to maintain a culture of inclusiveness and teamwork while also providing coaching, development and encouragement.  To ensure successful leadership and execution of the Duties & Responsibilities below, qualified candidates will have extensive experience in leading teams and understanding of the life cycle of a litigation file and how the various aspects of the file are supported by attorneys, legal staff and other essential business units.  They will have the proven ability to thrive in a fast-paced environment including prior direct supervisory experience.  The Chicago office is also going through an exciting period of growth including expansion of office space in Chicago.  The Office Manager will be integral to the success of this project as we transition smoothly and ensure limited disruption to office operations is prioritized. 5+ years of law office managerial experience

Duties & Responsibilities:

Chicago Office

Supports operations by maintaining office systems and supervising legal support team and receptionist

Manage workflow, attorney assignments and overflow for legal support staff and receptionist

Approve PTO and OT requests

Develop and coordinate backup process for out of office coverage, holiday scheduling and leaves of absence

Serve as a liaison between the legal staff and Chicago Management Committee

Host regular team meetings to ensure the legal support team is working as one unit to provide highest quality of service to the Chicago attorneys

Provide regular feedback to Chicago Management Committee received during the team meetings and suggest solutions to specific issues that may arise

Plan team social outings

Office services and facilities

The Chicago Office Manager will ensure the office is professionally maintained and presentable to clients and visitors

Organizing office operations and procedures to ensure supplies and copy paper levels are maintained throughout

Reviewing and approving supply requisitions

Assigning and monitoring clerical functions.

Manage Chicago operations, paralegal and legal assistant team leads to ensure the three teams are working together efficiently and effectively to provide the Chicago attorneys’ daily support

Strong interpersonal skills with ability to work with team and office leaders as well as legal support staff team members

Detail oriented to anticipate questions related to workflow and legal staff assignments

Collaborate with the various business operations departments to implement and adhere to firm policies and procedures, including HR, IT, Accounting, Marketing and Senior Management.

Participate in the legal staff hiring process by:

Helping to identify when hiring is needed

Help determine the level of experience and qualifications required

Screen and assess candidate qualifications and

Participating in the interview process

Training new hires

Monitor performance of legal support staff and identify and facilitate opportunities to increase productivity and efficiency.

Proactively provide constructive feedback for performance issues

Complete regular reviews of legal staff

Handle conflicts and resolve complaints and escalate as necessary.

Work with office and firm management and departments to maintain and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.

Completes operational requirements (managing) employees, following up on work product.

Keeps office and firm management informed by summarizing information, identifying trends, and communicating results.

Point of contact for building management for service requests and on-site parking

Recommends office and workstation assignments with collaboration of Chicago Management Committee and department supervisors

Hosts regular 1 on 1 meetings with legal support staff to provide direction and guidance