Remote Office Manager
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Job Location:
Mexico City - Mexico
Monthly Salary:
Not Disclosed
Posted on:
25 days ago
Vacancies:
1 Vacancy
Job Summary
Remote Office Manager Law Firm Operations
The Law Offices of Vlad Portnoy P.C. is seeking a highly organized and proactive Remote Office Manager to help our growing firm run smoothly and efficiently. This is a fully remote position supporting a small law firm (610 team members) that focuses on estate planning and related legal services.
The ideal candidate is detail-oriented tech-savvy and experienced in legal office administration capable of juggling multiple priorities while keeping the firms operations systems and communication flowing seamlessly.
Key Responsibilities
Office & Operations Management
- Oversee day-to-day firm operations and ensure smooth workflow across all departments.
- Maintain and organize digital case files using the firms CRM. MUST BE TRAINABLE ON THE CRM.
- Develop and update Standard Operating Procedures (SOPs) and KPIS to document internal workflows.
- Track deadlines open tasks and case progress to keep the team accountable.
- Organize and manage flow of correspondence scheduling and vendor relationships for tools and services. AMONG TEAM MEMBERS
Team Coordination & Communication
- Serve as the main point of contact between the managing attorney intake staff and paralegals.
- Schedule and facilitate weekly team meetings prepare agendas and follow up on action items.
- Monitor staff performance attendance and productivity metrics.
- Foster a positive organized and collaborative remote culture.
Client Support & Intake Oversight
- Ensure client inquiries and new leads are handled promptly and professionally.
- Support the intake and sales team by coordinating consultations updating the CRM and tracking conversions.
- Maintain confidentiality and ensure a high standard of client service excellence.
- Assist with client satisfaction initiatives and follow-ups.
Billing & Financial Support
- Prepare and send invoices; track payments and outstanding balances.
- Support bookkeeping tasks expense tracking and vendor payments.
- Coordinate with the bookkeeper/accountant for monthly reports and reconciliations.
Hiring Onboarding & Staff Support
- Assist with recruiting screening and onboarding new team members.
- Manage access setup training materials and performance tracking.
- Support employee engagement through recognition and morale initiatives.
Systems Technology & Reporting
- Manage firm software access and troubleshoot basic tech issues.
- Maintain a master log of systems logins and renewals.
- Generate weekly reports on firm performance in various metrics ( including consultations billing receivables staff performance and ROI etc.).
- Recommend and implement process improvements and automation tools.
Executive Assistance
- Manage the managing attorneys calendar priorities and communications.
- Prepare correspondence reports and meeting materials.
- Act as a gatekeeper to protect attorney focus time and task priorities.
Qualifications
- 5 years of office management or administrative experience (law firm experience required).
- Proficiency with legal case management and productivity tools (INCLUDING LAW FIRM CRM TO BE DISCUSSED Filevine Google Workspace Zoom etc).
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Self-motivated dependable and comfortable working remotely.
- Proven ability to manage multiple priorities and meet deadlines.
Performance Metrics
- Timeliness and accuracy of task management and reporting.
- Efficiency of internal communication and team coordination.
- Client and attorney satisfaction with administrative support.
- Smoothness of firm operations and measurable process improvements.
Compensation
$10/hr Bonuses
Why Join Us
If you enjoy building systems improving workflows and helping a legal team succeed this role offers the chance to make a lasting impact. Youll play a key role in ensuring our attorneys can focus on serving clients while you keep operations organized efficient and thriving.
Join a law firm that values organization communication and growth.
Key Skills
- Office Manager Experience
- Microsoft Office
- Management Experience
- QuickBooks
- Accounting
- Office Experience
- Dental Office Experience
- Payroll
- Administrative Experience
- Eaglesoft
- Human Resources
- Bookkeeping
