Office Manager - Shoup Legal. A Professional Law Co

Are you a seasoned administrative professional with experience running an office and managing a team effectively?

Are you passionate about creating and fostering a work environment that supports the success of the team?

Are you an excellent problem solver who reacts to challenges positively and can anticipate needs?

We are looking for a highly self-motivated, proactive, and action-oriented Office Manager to join our AMAZING Team! Our Office Manager will be responsible for ensuring our offices are running efficiently by providing our team members with the resources and tools needed to perform their roles effectively. The Office Manager will foster a work environment that promotes client and team member satisfaction.

Our Office Manager must be an adaptable and optimistic team player to support our office and clients. You will serve as the liaison between our vendors and property management and serve as the supervisor for our Office Services Team. Your effective management, proactively, and ability to address and resolve issues efficiently are highly valuable and are the tools you need to be successful in this position.

Here at Shoup Legal, we are a fast-growing estate planning, probate, and trust administration law firm with offices in Murrieta, Palm Desert, and North County San Diego. Our mission is to help clients plan today, for peace of mind tomorrow. You will help us realize our vision of helping more people!

**Please follow the application instructions when submitting your application. This will show us your attention to detail and ability to follow instructions. Applicants who do not follow the application instructions will not be considered for the position.**

Responsibilities

• Facilities/Office Management: Manage daily office operations, including coordinating office supplies, equipment maintenance, and facilities management.
• Billing: Prepare invoices, process accounts payable, collect payments, and preparing financial reports.
• Supervisory Tasks: Daily management and supervision of the receptionist and office services assistants.
• Vendor Management: Liaise with vendors and service providers, ensuring cost-effective and quality services. Vetting, onboarding, and managing our IT Vendor. Reporting any building issues to Property Management and ensuring timely resolution.
• Budget Tracking: Tracking office expenses and monitoring the office budget.
• Inventory Management: Ordering office supplies and equipment. Tracking and maintaining office inventory.
• Procedure Management: Create, develop, and administer departmental and firm procedures. Provide necessary training and resources to the team to ensure compliance with department procedures.
• Administrative Support: Provide comprehensive administrative support to other departments as needed.

Experience:

• Minimum of 3-5 years of experience in office management or a related administrative role
• Previous billing/AP/AR experience preferred
• Previous experience with managing IT Vendors
• Minimum 2-3 years of supervisory experience

Education:

• Bachelor's degree in Business Administration, Management, or a related field is preferred.
• High School Diploma is required

Skills:

• Exceptional customer service skills
• Problem-solving aptitude and proactivity
• High attention to detail
• Excellent written and verbal communication skills
• Superb Time Management skills
• Organizational skills
• Effective project management
• Decision-making ability
• Leadership and conflict resolution skills
• Proficiency in Microsoft Office Suite and familiarity with office management software (e.g., Asana, Trello).

Compensation details: 27-32 Hourly Wage

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