Law Firm Office Manager

Office Manager

Borchers Cusano Trust Law, P.C. seeks a full-time Office Manager (OM) to work alongside its partners and dedicated team in our Medfield, MA office. This is an opportunity to contribute meaningfully to an established and growing estate planning law firm with a committed team of legal professionals. Our team is passionately committed to offering a full range of services to achieve clients' estate planning objectives.

This management role oversees the operations of a boutique estate planning and estate administration law firm - a team comprised of four attorneys, five paralegals, seven support staff, and marketing director. The Office Manager oversees human resources, IT resources and technology needs, 3rd party relationships, business processes, firm governance and communications, and administrative functions.

The Office Manager provides oversight and support to all departments, 3rd party professionals, and vendors. The OM shall be alert to strengths, weaknesses, opportunities and threats to firm culture, and efficiency as the firm grows and continues to fine-tune and optimize the client experience. The role reports to the firm's partners to provide support, insights, and feedback.

While this role is an in-office position, there is flexibility to work remote on occasion as needed.

Responsibilities:

• Human Resources and Relations
  • Maintain a pulse on team well-being by regular individual and department check-ins and other initiatives
  • Maintain a formal Employee Review program
  • Be point of contact for staff while utilizing 3rd party HR Consultants
  • Facilitate and monitor employee paid time off, attendance, and work from home guidelines
  • Lead periodic reviews of the Firm Handbook and hiring protocols. Be aware of current labor law requirements and best practices of employment
  • Organize and run recruiting of employees of the firm
  • Run an onboarding process for all new employees
  • Maintain the Firm careers page and maintain current s
  • Maintain Firm benefits and communicate terms and enrollment opportunities to new and current staff
  Help plan Firm outings and rewards programs
• Operations
  • Work with vendors to maintain and renew the Firm's insurance coverages
  • Maintain attorney memberships and licenses
  • Be familiar with software such as Clio (CRM), QuickBooks, Excel and the rest of Microsoft 365 online and desktop, and new law office tools as they become available. Assist with training if able.
  • Office supply management and act as liaison for vendor contracts
  • Maintain and update phone system
  • Recommend and implement state-of-the-art equipment
  Maintain the efficient functionality of the office including light troubleshooting and communicating and partnering with contracted IT Professionals
• Governance
  • Be familiar with, create and update Firm processes and department operations in conjunction with the Leadership Team and departments
  • Participate in honing of short term (90 day) departmental goals
  • Organize and lead bi-weekly Firm Leadership Team meetings
  • Organize and co-lead Firm-wide Quarterly Rocks meetings
  • Organize and co-lead Firm-wide Annual meetings
  Seek advice from and interact with the partners' Atticus practice coach and attend meetings with the coach
• Budgeting, Accounting, and Analysis
  • Oversee bookkeeper who will:
    • Help develop, implement and maintain annual budget
    • Produce monthly reporting package for Partners' review
    • Advise on calculation of staff rewards and incentives
    • Oversee departmental billing and collection habits to ensure healthy cash flow
    • Process client payments and prepare bank deposits
    • Utilize weekly and monthly reporting metrics to identify growth opportunities and to timely address underperforming areas of operation
  • Assist with ILIT administration

• Marketing
  • Oversee the Director of Marketing & Firm Communications
  • Assist the Director of Marketing in executing marketing strategy
  • Attend local business association meetings
  • Attend networking meetings and luncheons in and out of the office
• Fiduciary Service Company Operations
  • Oversee operations of the law firm's sister company, Northeast Private Trustee Services, LTD. (NPT) ( NPT is highly integrated with the law firm and acting as dual Office Managers is expected of this position at this time.

Knowledge, Skills & Abilities

• Knowledge and understanding of general law firm operations, of professional-client relationship and caseload management for support staff
• Flexible and adaptable to changing priorities
• Team player who exhibits quiet leadership
• Excellent business judgment, analytical and strategic thinking skills, problem-solving, communication and interpersonal skills.
• Hunger to successfully manage and grow a busy practice
• Humility to learn from others and learn from mistakes
• Smarts in working with people, both seasoned and new employees and professionals

Education & Experience

• Bachelor's or Master's degree in business
• At least 3 years' experience in business management role and/or demonstrated success in leading a department related to business operations
• Excel proficiency and general working knowledge of Office 365.
• Familiarity with Traction by Gino Wickman, Quiet Leadership by David Rock and Atticus (Great Practice, Great Life(R)) Tools

Firm Culture:

At Borchers Trust Law, we cultivate a supportive, collaborative environment where our team members work in vertical teams of partners, associates, paralegals, and assistants. We seek to fulfill clients' dreams to see their families use the gift of inheritance wisely and with as little risk of loss to taxes and claims as possible. Clients are like family. We value genuine connection with our community. We work together to build and support personalized plans for each of our clients, support them through their lifetimes, administer their estates at death, and serve as fiduciaries to guide and protect the use of assets by beneficiaries.

Benefits:

• Competitive pay; salary commensurate with experience
• Health and dental benefits
• Simple IRA matching
• Team-building activities and opportunities for professional development

Work Type:

This role will be an in-office position with the option to work remote on occasion as needed

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times.

Equal Opportunity Employer

Borchers Cusano Trust Law is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, genetic information, disability status, protected veteran status, or any other characteristic protected by law.

Job Type: Full-time