Office Manager

Company: Elderly Care Law Firm
Location: Miami
Posted on: May 3, 2025

Job Description:

This is an in-office position for our Miami location.



Do you love multitasking, staying organized, and keeping things running smoothly? Are you looking for a team that values your hard work and dedication? If so, we'd love to meet you.



At Elderly Care Law Firm, we believe that our Office Manager is the heart of our office. You are the first voice and face that clients encounter, setting the tone for a warm, professional, and welcoming experience. We are looking for someone who is not only highly organized and detail-oriented but also loves handling multiple tasks at once and doing them well. The right person for this role can juggle several responsibilities at the same time and enjoys working in an environment where no two days are the same.



In addition to the office management and assisting clients, this role will handle invoicing, accounts receivable, recruiting, newsletter creation, and directly assisting the COO with projects and reporting.



This is an in-office role with work hours of M-F 8:30-5:30 pm EST, weekends possible on occasion. This role reports to the COO.

Responsibilities:
What You'll Be Doing:
--- Being the Face of the Firm - Greet clients in person and over the phone with warmth and professionalism.
--- Handling Calls from Existing Clients- Answer and direct phone calls, take messages, and provide information in a clear and friendly manner.
--- Responsible for Accounts Receivable - Create client invoices and send, record client payments, follow up with clients for timely accounts receivable collections, and update the monthly AR aging report for the COO.
--- Make bank deposits as needed and reconcile amounts with Clio.
--- Draft newsletter and work with the team to finalize and distribute by the monthly deadline.
--- Responsible for new client setup and client matter closing.
--- Utilize workflow and CRM software efficiently. Add great notes and follow-up tasks as needed.
--- Assist COO with new hire interview process as well as employee onboarding, training, and employee benefit enrollment.
--- Assist the Leadership team with ad hoc projects and monthly reporting.
--- Support Attorneys Staff - Assist with administrative tasks such as filing, document preparation, scanning, and correspondence.
--- Juggle multiple tasks at once while keeping everything organized, efficient, and accurate. Possesses great follow-up skills.
--- Send thank-you's, birthday cards, and sympathy cards to clients.
--- Assist with local and print marketing as needed.
--- Assist with vendor payments as needed.
--- Maintain Office, Supplies Organization - Keep track of office needs and ensure everything is stocked and in order. Oversee the cleaning team and office maintenance.
--- Responsible for mail, shipping, and scanning client documents daily.
--- Assist with client document signing, pick-up, and drop-off.
--- Schedule and calendar management - Set up client appointments as needed, confirm meetings, and coordinate schedules for attorneys and staff as needed. Maintain company calendar for holidays/birthdays/etc.
--- Participate in video calls with Team and Clients - Professional and presentation consistent with company policies and core values.

Qualifications:
To thrive in this Role, You Should Possess the Following Qualifications:
--- Office Admin Experience:---Must have 2 years of proven successful administrative experience in managing an office and/or customer service. Legal firm experience is a plus.
--- Experience working with a remote-based team is a plus.
--- Advanced Microsoft 365 skills: Outlook, Excel, Word, and PowerPoint required. Clio experience is a plus.
--- Excellent Customer Service Skills: Making clients feel "at ease" and cared for.
--- Education: HS DiplomaSocial Media Skills preferred but not required
--- Bilingual English and Spanish: preferred but not required
--- Empathy and Compassion:---A genuine ability to connect with people, show understanding, and provide comfort during challenging times.Excellent Communication Skills:---Strong verbal and written communication skills, with the ability to articulate complex ideas clearly and empathetically.
--- Task and Goal Driven: Able to consistently and accurately multitask.
--- Relationship Building:---Demonstrated ability to interact with diverse personalities and build long-term, trusting relationships with clients and internal team.
--- Adaptability and Positivity:---Ability to maintain a positive attitude and adapt to changing circumstances.
--- Tech Savviness:---Proficiency in using cloud-based software and a willingness to quickly learn new technologies.
--- Team Player:---A collaborative mindset with a can-do attitude, respecting procedures, and supporting Intake and Company goals. Action and values align with the company's core values.
--- Ambition and Drive: A self-starter with the fire to excel and a strong desire to make a meaningful impact in the lives of others. Go the extra mile.
--- Dependable, Independent Worker: Assumes accountability to the company and success and meeting goals. Meet all deadlines.

The Right Person Will Align with Our Core Values:
--- Positivity - Bringing a solutions-focused, upbeat attitude to every client and colleague interaction.Creating a welcoming environment for clients and staff, even during busy moments.
--- Dependability - Being the reliable point of contact for clients, attorneys, and staff.
--- Initiative - Anticipating needs and taking action without waiting for direction.
--- Attentive Communication - Making clients feel heard, valued, and cared for.
--- Service-Mindedness - Always looking for ways to help, assist, and support the team.

If you feel you would be a great fit with our team, please submit a brief 2-3 minute video summarizing your administrative support experience and why you'd like to work for Elderly Care Law Firm.

About Company:
At the Elderly Care Law Firm, we embody a culture of positivity, dedication, loyalty, proactiveness, tactfulness, and effective communication. We take immense pride in our work and are committed to delivering exceptional legal services in the realm of elder law. Specializing in estate planning, guardianships, Medicaid planning, probate administration, and Veterans and Special Needs Planning.

Why Join Us?

A dynamic and supportive team environment that encourages collaboration and growth.Join a firm that values positivity, hard work, loyalty, proactiveness, tactfulness, and communication, and strives to create a fulfilling and rewarding work experience for all team members.Take advantage of continuous learning opportunities and clear paths for career advancement.Enjoy an attractive salary and comprehensive benefits package, including PTO, 13 paid holidays, 401k, and medical/dental/vision insurance.

Keywords: Elderly Care Law Firm, Country Club , Office Manager, Administration, Clerical , Miami, Florida