Office Manager / Bookkeeper

We are looking for an Office manager/Legal assistant to organize and coordinate administration duties and office procedures at a small law firm. Your role is to create and maintain a positive work environment, ensuring high levels of organizational effectiveness and communication. Office manager duties and responsibilities include balancing QuickBooks to bank account statements each month, filing 940, 941, and TWC tax documents, scheduling meetings and appointments, making office supply and vendors arrangements, greeting visitors and providing general administrative support to our employees. Legal assistant duties and responsibilities include drafting legal documents as need by the attorneys, filing legal documents, creating notices, contacting clients, other attorneys, and court personnel, and helping the attorneys prepare for hearings. A successful Office manager/Legal assistant should have experience with a variety of office software (QuickBooks, email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office manager/Legal assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Responsibilities

• Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills
• Schedule hearings, meetings, and appointments
• Organize the office layout and order stationery and equipment
• Maintain office condition and arrange necessary repairs
• Update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Balance Quickbooks monthly
• File and pay 940, 941, and TWC tax documents on time
• Provide general support to clients and visitors
• Draft legal documents as needed by the attorneys
• Notarize legal documents
• File legal documents via EFile or mail
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Plan in-house or off-site activities, like parties, celebrations and conferences

Skills

• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Proficiency in working with QuickBooks or other accounting software
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• High School degree; additional qualification as an Administrative or Legal experience or education is a plus, but not required

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Benefits:

• Health insurance

Work Location: In person