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office manager

Quintairos, Prieto, Wood & Boyer, P.A.

<div>At Quintairos, Prieto, Wood &amp; Boyer, P.A. (QPWB), success starts with people. As the nation&rsquo;s largest minority &amp; women-owned law firm, we cultivate a culture where employees feel valued, empowered, and inspired to grow. We are seeking a highly organized and proactive Office Manager to join our Louisville, Kentucky office, serving as a Office Manager, Paralegal, and Leader to support staff.
This full-time position is ideal for a dynamic professional who can balance office management, managing a staff, case management, team coordination, and some paralegal work.
Why Join Us? 
&#9989; Multi-Faceted Leadership Role: This role combines office administration, and paralegal responsibilities, allowing for a diverse and engaging work experience.
&#9989; Collaborative &amp; Inclusive Culture: Our firm thrives on teamwork, organization, and client relations. You will be the central point of communication, ensuring that tasks, deadlines, and firm initiatives stay on track.
&#9989; Competitive Compensation &amp; Benefits: We recognize and reward your leadership, coordination, and legal expertise with a market-competitive salary and a comprehensive benefits package.
Your Role: Office Manager 
 
As a Office Manager, you will play a critical role in supporting the firm's overall practice by managing operations, marketing coordination, team productivity, and legal casework. Your responsibilities include:
 Team Coordination &amp; Office Management: Managing office duties, keeping team members on track with their tasks and deadlines, ensuring smooth workflow and productivity.
 Marketing &amp; Client Relations: Managing marketing initiatives, maintaining the marketing calendar, and building rapport with clients.
 Case &amp; Data Management: Tracking case progress, maintaining statistics, and organizing reports using Excel.
 Firmwide Communication: Keeping up with contact and coordination across all Workers&rsquo; Compensation offices within the firm.
 Paralegal &amp; Legal Support: Assisting with pleadings, appeals, invoicing, and legal documentation.
What You Bring 
To excel in this role, you should have:
&#10004;&#65039; Experience 
<ul><li>
5+ years of experience in legal administration, paralegal work, or office management in a Workers&rsquo; Compensation, Insurance Defense, or Civil Litigation setting.</li><li>
Experience managing tasks, team workflows, and firm marketing efforts preferred.</li></ul> 
&#10004;&#65039; Leadership &amp; Organizational Skills 
<ul><li>
Ability to prioritize, multitask, and keep attorneys and legal assistants on track.</li><li>
Strong marketing, client communication, and relationship-building abilities.</li><li>
Experience leading a staff and overall success of entire office.</li></ul> 
&#10004;&#65039; Legal Knowledge &amp; Technical Proficiency 
<ul><li>
Experience in drafting appeals, managing invoices, managing a staff.</li><li>
Proficiency in Microsoft Office Suite (especially Excel), case management software, and legal document systems.</li></ul> 
&#10004;&#65039; Education &amp; Certification 
<ul><li>
Bachelor&rsquo;s degree, Paralegal Certificate, or equivalent experience in a legal setting preferred.</li><li>
Bachelor's degree or equivalent experience in Management.</li></ul> 
What We Offer 
 
 Competitive Salary: Based on experience, leadership, and contributions.
 Comprehensive Benefits 
<ul><li>
Medical, dental, and vision insurance to support your health and well-being.</li><li>
401(k) retirement savings plan with employer match.</li><li>
Generous PTO for work-life balance.</li>
<li> Professional Growth: Access to mentorship, leadership training, and career development resources.</li>
<li> Firm Perks &amp; Events: Corporate discount programs, firm-sponsored events, and more.</li></ul> 
Why QPWB? 
 
At QPWB, we are more than just a law firm&mdash;we are a community of professionals dedicated to excellence, innovation, and making an impact. We celebrate diversity, nurture talent, and treat every team member with respect. Are you ready for the next step in your career in Legal Management? Apply today! 
#LI-AN1</div>

Office Manager

Thompson Hine LLP

Thompson Hine LLP, an AmLaw 200 firm regularly recognized for our commitment to Innovation and Inclusion, is currently searching for an Office Manager for our Los Angeles office. The Office Manager under the direction of the Chief Facilities &amp; Office Operations Officer and the Office Partner-In-Charge, shall be responsible for the management of the administrative support and facilities of the Los Angeles office.These responsibilities include budgeting, management of secretarial staff, personnel matters, policy interpretation and administration, purchasing of goods and services, office services, facilities management, hospitality, reception and hostess services, housekeeping and maintenance, various projects, and the day-to-day operations of the facility.ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES<ul><li>Overall supervisory responsibility for the day-to-day operations of the office which includes but is not limited to: secretarial services, purchasing of goods and services, invoicing and bill monitoring, mail and messenger services, reception and hospitality services, housekeeping and maintenance and office space allocation.</li><li>Identifies personnel/staff needs, assists with the recruiting process for administrative staff, and orients new hires to other employees, firm systems, benefits and policies.</li><li>Originates ESP&rsquo;s for new hires, departures, and other personnel actions needed for staff.</li><li>In conjunction with the Chief Facilities &amp; Office Operations Officer, recommends merit increases and bonuses for administrative staff, conducts performance evaluations, documents and disciplines staff with review by the appropriate individuals within the Firm.</li><li>Assigns and coordinates staff workload to ensure it is equitably assigned, reassigns work when necessary and determines work priorities.</li><li>Identifies FMLA, Workers Compensation, and safety issues and works with the Firm Human Resources Department.</li><li>Manages the relationship with vendors and timely delivery of supplies and preprinted office forms. Reviews and approves all extraordinary or non-routine expenditures with the Chief Facilities &amp; Office Operations Officer.</li><li>Enforces office-specific policies and procedures (i.e., dress code, secretarial coverage protocol, absence reporting procedure, etc.).</li><li>In conjunction with the Chief Facilities &amp; Office Operations Officer, prepares, reviews, and manages the office budgets as they relate to office operating expenses, capital expenditures, projects, and support staff compensation.</li><li>Monitors and is accountable for office budget as it relates to areas in which the Office Manager has control.</li><li>In conjunction with the Firmwide accounting department, assist with the management of the office finance, deposits, requisitions, trust accounts, petty cash, and all related matters as associated with these functions.</li><li>Reviews and codes all expense invoices related to office operations.</li><li>Responsible for the day-to-day operations of the office as it relates to the maintenance and repair of the office space and special loading dock deliveries. Develop and maintain good working relationship with building landlord and maintenance department.</li><li>In conjunction with the IS Department, administers office security system, including issuing and collecting individual security cards.</li><li>Manages internal office moves and assists with renovations.</li><li>Makes recommendations to the Chief Facilities &amp; Office Operations Officer, and Office Partner-In-Charge regarding programs and procedures that improves the efficiency/cost effectiveness of the office.</li><li>Assists with the implementation of change management initiatives and improved processes, including, but not limited to the development of training related to the business and operational practices of the firm resulting in consistent Firmwide messaging and proactive problem resolution.</li><li>Optimizes the physical and cultural working environment by aligning office cultures and communications to improve the office productivity and performance of the office to enable the lawyers and staff to thrive and achieve the firm&rsquo;s business objectives.</li><li>Coordinates and supports office social functions and receptions.</li><li>In conjunction with Human Resources, ensures compliance with Employment and Labor laws and maintains legal postings.</li><li>Responsible for updating and maintaining the office operations information on the portal.</li></ul>ADDITIONAL DUTIES AND RESPONSIBILITIES<ul><li>Projects as defined by the Chief Facilities &amp; Office Operations Officer</li></ul>QUALIFICATIONSEducation, Training and/or Experience<ul><li>High School Diploma or equivalent required.</li><li>Bachelor&rsquo;s degree in business or a related field preferred but not required.</li><li>Five plus years of supervisory experience in a professional service firm.</li><li>Preferably five or more years of management experience working in a professional services environment (legal preferred).</li></ul>Knowledge, Skills, and Abilities<ul><li>Has knowledge of legal or other professional service organizations and has experience managing operational departments and non-exempt and exempt personnel.</li><li>Can identify and analyze complex issues and problems in management areas and recommend and implement solutions.</li><li>Can manage office functions economically and efficiently, organize work, establish priorities and maintain good interpersonal relations and communications with lawyers and support staff.</li><li>Displays excellent supervisory and communication skills.</li><li>Excellent customer service and communication skills.</li><li>Demonstrates willingness and ability to delegate as appropriate.</li><li>Regular attendance and punctuality are essential functions of this job.</li><li>Excellent customer service skills and telephone etiquette are mandatory.</li><li>Possesses interpersonal skills necessary in order to communicate effectively with a diverse group of employees.</li><li>Ability to handle tasks under pressure.</li><li>Ability to adjust work schedule to work other hours, as required.</li><li>This position requires the employee to work at a specified location and hours determined by the Manager for the benefit of the department and firm. Changes to the location and/or scheduled hours must be approved by the Manager.</li></ul>Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The starting salary range for this position is $115,000 to $180,000.We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles&rsquo; Fair Chance Initiative for Hiring Ordinance.Thompson Hine EEO PolicyJob Type: Full-timePay: $115,000.00 - $180,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee assistance program</li><li>Employee discount</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Referral program</li><li>Vision insurance</li></ul>Work Location: In person

Bayview Physicians Group

<div>Position: Office Manager 
Bayview Physicians Group is a rapidly growing outpatient multi-specialty medical group that strongly believes the doctor-patient relationship is the cornerstone of quality healthcare. A leader in providing exceptional healthcare services, we staff more than 600 positions in the Hampton Roads area. If you are looking for a rewarding opportunity to make a positive difference in your community then Bayview Physicians Group is a great place to grow your career. At Bayview Physicians Group we believe in doing our best for each patient every time. We are seeking to recruit leaders in our communities who have this same passion. We invest in growth and development and through our internal training programs, advancement opportunities are available. We offer a competitive benefits package to our full time employees. 
 
For more information about our group go to https://www.bayviewphysicians.com/ 
 
Essential Job Functions: 
Bayview mangers are expected to lead by example in setting the highest standard of excellence in the area of customer service, communication, and oversight of the day to day operations of our outpatient facilities.<ul><li>
Customer Service- All Bayview practices are committed to ensuring we facilitate a &ldquo;Patient Centered&rdquo; culture.<ul><li>
Expected to ensure this is upheld through personnel training, development, and oversight.</li><li>
Hands on support and engagement of the teams from front to back helps to ensure there is a proactive approach to excellent customer service to each and every patient.</li></ul></li><li>
Communication- Communication is key to success.<ul><li>
Must excel in both written and verbal communication with patients, providers, staff, and other departments throughout the organization.</li><li>
Expected to participate in regional manager meetings and ensuring information is effectively communicated through daily huddles and monthly provider and staff meetings.</li><li>
Expected to communicate effectively with the Regional Manager, proactively, and is able to meet reporting deadlines regarding the practice needs and status and be solution oriented when presenting issues</li></ul></li><li>
Day to Day Operations-<ul><li>
Expected to be involved in and able to manage the day to day operations by supporting the office, providers, and staff as a working manager.</li><li>
This includes the general oversite of the practice by engaging with the provider and staff to ensure all expectations and measures are met.</li><li>
This also includes<ul><li>
Managing staff schedules</li><li>
Overtime management</li><li>
Inventory control</li><li>
Daily receipts and collections</li><li>
Ensuring provider schedules are accurate and full</li><li>
Morale building</li><li>
Problem solving to ensure the best possible outcomes</li><li>
Solution oriented when handling daily issues</li><li>
Responsible for implementation of new company initiatives in the office</li></ul></li></ul></li></ul>
Qualifications:<ul><li>
Our ideal candidate will possess<ul><li>
Exceptional communication</li><li>
Interpersonal skills.</li><li>
Strong organizational skills</li><li>
Hardworking, strong work ethic</li><li>
Willing to support the office in whatever capacity to ensure a smooth day</li><li>
Solution oriented</li><li>
Details oriented</li><li>
Demonstrate a positive and professional attitude at all times.</li><li>
A strong work ethic is a must.</li></ul></li></ul>
Additionally the following skills are required:<ul><li>
Minimum three years supervisory experience in the medical field</li><li>
Experience with general office equipment including scanner, fax, and multi-line phone system</li><li>
Experience with Excel and Word</li><li>
Experience with EMR systems preferred</li><li>
Understanding of HIPAA privacy practices preferred</li><li>
Understanding of insurance plans and policies preferred</li><li>
Experience in the training and development of team members</li></ul>
Job Type: Full-time
ASmduoMh8V</div>

<div>Position: Office Manager 
Bayview Physicians Group is a rapidly growing outpatient multi-specialty medical group that strongly believes the doctor-patient relationship is the cornerstone of quality healthcare. A leader in providing exceptional healthcare services, we staff more than 600 positions in the Hampton Roads area. If you are looking for a rewarding opportunity to make a positive difference in your community then Bayview Physicians Group is a great place to grow your career. At Bayview Physicians Group we believe in doing our best for each patient every time. We are seeking to recruit leaders in our communities who have this same passion. We invest in growth and development and through our internal training programs, advancement opportunities are available. We offer a competitive benefits package to our full time employees. 
 
For more information about our group go to https://www.bayviewphysicians.com/ 
 
Essential Job Functions: 
Bayview mangers are expected to lead by example in setting the highest standard of excellence in the area of customer service, communication, and oversight of the day to day operations of our outpatient facilities.<ul><li>
Customer Service- All Bayview practices are committed to ensuring we facilitate a &ldquo;Patient Centered&rdquo; culture.<ul><li>
Expected to ensure this is upheld through personnel training, development, and oversight.</li><li>
Hands on support and engagement of the teams from front to back helps to ensure there is a proactive approach to excellent customer service to each and every patient.</li></ul></li><li>
Communication- Communication is key to success.<ul><li>
Must excel in both written and verbal communication with patients, providers, staff, and other departments throughout the organization.</li><li>
Expected to participate in regional manager meetings and ensuring information is effectively communicated through daily huddles and monthly provider and staff meetings.</li><li>
Expected to communicate effectively with the Regional Manager, proactively, and is able to meet reporting deadlines regarding the practice needs and status and be solution oriented when presenting issues</li></ul></li><li>
Day to Day Operations-<ul><li>
Expected to be involved in and able to manage the day to day operations by supporting the office, providers, and staff as a working manager.</li><li>
This includes the general oversite of the practice by engaging with the provider and staff to ensure all expectations and measures are met.</li><li>
This also includes<ul><li>
Managing staff schedules</li><li>
Overtime management</li><li>
Inventory control</li><li>
Daily receipts and collections</li><li>
Ensuring provider schedules are accurate and full</li><li>
Morale building</li><li>
Problem solving to ensure the best possible outcomes</li><li>
Solution oriented when handling daily issues</li><li>
Responsible for implementation of new company initiatives in the office</li></ul></li></ul></li></ul>
Qualifications:<ul><li>
Our ideal candidate will possess<ul><li>
Exceptional communication</li><li>
Interpersonal skills.</li><li>
Strong organizational skills</li><li>
Hardworking, strong work ethic</li><li>
Willing to support the office in whatever capacity to ensure a smooth day</li><li>
Solution oriented</li><li>
Details oriented</li><li>
Demonstrate a positive and professional attitude at all times.</li><li>
A strong work ethic is a must.</li></ul></li></ul>
Additionally the following skills are required:<ul><li>
Minimum three years supervisory experience in the medical field</li><li>
Experience with general office equipment including scanner, fax, and multi-line phone system</li><li>
Experience with Excel and Word</li><li>
Experience with EMR systems preferred</li><li>
Understanding of HIPAA privacy practices preferred</li><li>
Understanding of insurance plans and policies preferred</li><li>
Experience in the training and development of team members</li></ul>
Job Type: Full-time
aWXjqP2ZMe</div>

Nautilus Solar Energy, LLC

<div>
 Position Summary
 
 
 Nautilus Solar Energy's ("NSE") Office Manager plays a vital role in supporting the operations of the corporate office within a mostly-remote organization. The ideal candidate is a highly organized and proactive individual who thrives in a dynamic environment and is committed to operational excellence. This role requires a balance of autonomy and collaboration, with responsibilities ranging from coordinating office logistics and vendor management to supporting internal teams with administrative and operational needs. The Office Manager will be based in the corporate office 4 days per week and will occasionally travel to support company events or office-related initiatives. This position reports to the Senior Director of Human Resources and is a full-time hybrid opportunity.
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 In-Office responsibilities
 </li>
 <li>
 Responsible for receiving, processing and scanning mail to all necessary departments and maintaining shipping administration.
 </li>
 <li>
 Answer phones and forward messages to appropriate departments
 </li>
 <li>
 Maintain in-office systems and vendors (copier, phones, office supplies and ordering, contact for any office maintenance, etc)
 </li>
 <li>
 Maintain conference rooms and office appearance
 </li>
 <li>
 POC for IT for any issues in office, mailing of equipment, inventory needs
 </li>
 <li>
 Responsible for sending out new hire package
 </li>
 <li>
 Primary contact for visitors and building management
 </li>
 <li>
 Maintain list of employees for office access
 </li>
 <li>
 Receive packages related to HR gifting and maintain inventory
 </li>
 <li>
 Responsible for mailing and forwarding any necessary packages
 </li>
 <li>
 Maintain conference rooms and prepare for any on-site meetings, including support for video call equipment.
 </li>
 <li>
 Responsible for catering orders for quarterly board meetings and leadership meetings.
 </li>
 <li>
 Prepare conference rooms for meetings including setup of video and audio equipment.
 </li>
 <li>
 Input and maintain administrative invoices
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 Bachelor's degree or equivalent experience in office administration, business operations, or a related field
 </li>
 <li>
 3-5 years of experience managing office administrative functions in a corporate or remote-first environment
 </li>
 <li>
 Proven ability to coordinate office logistics, including mail handling, calendar management, and vendor relations.
 </li>
 <li>
 Strong experience planning and executing office events, team meetings, and travel arrangements.
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with collaboration tools such as Zoom, Teams, or Slack.
 </li>
 <li>
 Excellent organizational skills with a keen attention to detail and the ability to manage multiple priorities.
 </li>
 <li>
 Strong interpersonal and communication skills, with a customer-service mindset.
 </li>
 <li>
 Ability to work independently and collaboratively in a hybrid work environment.
 </li>
 <li>
 Comfortable with occasional travel to support company events or office-related initiatives.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive Salary
 </li>
 <li>
 Annual Performance Bonus
 </li>
 <li>
 Benefits (Health, Vision, Dental, Basic Life Insurance, Short-Term Disability, and Long-Term Disability) are 100% covered by Nautilus
 </li>
 <li>
 401k offered with employer match
 </li>
 <li>
 Salary Range : $60,000-$65,000
 </li>
 </ul>
</div>

Pro kleen solutions

Position Title: Office ManagerSupervises: Operations Supervisor &amp; Team MembersWe are seeking a highly motivated, highly energetic, and trustworthy leader to join our team as an Office Manager. Our Office Manager will be responsible for clerical tasks which will include: scheduling, communicating with clients and customers via phone and email, and streamlining operations Monday through Friday. We are looking for someone who wants to grow with us long term.Qualifications: <ul><li>Be at least 18 years of age</li><li>Have valid Driver's License</li><li>Pass the pre-employment background check</li><li>Have an operational mobile device</li><li>Provide proven experience working in a professional office environment</li><li>Be able to lift 20 pounds, stand, sit or walk for extended periods of time, bend and stoop</li></ul>Skills: Dependable, detail-oriented, self-motivated, willingness to learn, team-player, high proficiency in technology and Microsoft applications (i.e. Word, PowerPoint, Excel), excellent verbal and written communication, high standards of customer service, organizational and time management skillsEssential Responsibilities:<ul><li>Organize and coordinate office operations and procedures</li><li>Maintain the general upkeep of office</li><li>Attend to general issues and fixing simple problems</li><li>Answer and respond to organizational emails and phone calls, and forward communications to appropriate parties as necessary promptly</li><li>Perform clerical duties, such as filing, faxing, and reporting</li><li>Conduct research as requested</li></ul>Job Type: Full-timePay: From $20.00 per hourApplication Question(s):<ul><li>Do you have Office Experience? </li></ul>Ability to Commute:<ul><li>Peoria, IL 61615 (Required)</li></ul>Ability to Relocate:<ul><li>Peoria, IL 61615: Relocate before starting work (Required)</li></ul>Work Location: In person

Propel

<div>
 
 
 Office Manager &ndash; Chicago
 
 
 
 
 
 
 I&rsquo;m working with an innovative
 
 construction technology scale-up
 
 that is transforming how projects are delivered across North America, Europe and beyond. Backed by leading investors, they are growing fast and have just opened a new coworking space in Chicago to support their expanding US team.
 
 
 
 
 
 They are now looking for a proactive, hands-on
 
 Office Manager
 
 to take ownership of daily operations, create a welcoming environment, and make sure everything runs smoothly. This is a great opportunity for someone who thrives in a fast-paced, people-first culture where no two days are the same.
 
 
 
 
 
 
 What you&rsquo;ll be doing:
 
 
 
 
 
 <ul>
 <li>
 
 Supporting employees &amp; culture
 
 : be the first point of contact for the team, plan events, celebrations, and engagement activities, and keep the culture alive
 </li>
 <li>
 
 Running the office
 
 : manage the coworking space, keep things stocked and organised, and build relationships with external vendors
 </li>
 <li>
 
 Onboarding &amp; offboarding
 
 : make sure new joiners are set up for success and departures are handled smoothly
 </li>
 <li>
 
 Supplies &amp; logistics
 
 : own everything from swag and gifts to equipment and supplies, ensuring the team has what they need to succeed
 </li>
 </ul>
 
 
 
 
 
 What we&rsquo;re looking for:
 
 
 
 
 
 <ul>
 <li>
 Based in Chicago, available on-site 4&ndash;5 days a week
 </li>
 <li>
 2&ndash;3 years&rsquo; experience in office management, admin, or operations (ideally in tech/startups)
 </li>
 <li>
 Highly organised, proactive, and comfortable taking ownership of end-to-end tasks
 </li>
 <li>
 Strong people skills and a &ldquo;can-do&rdquo; attitude, someone who loves creating a positive, supportive workplace vibe
 </li>
 <li>
 Tech-savvy and comfortable managing vendors, budgets, and basic IT/office setups
 </li>
 </ul>
 
 
 
 
 
 The details:
 
 
 
 
 
 
 💰 Salary: $60,000&ndash;$65,000 (depending on experience)
 
 
 📍 Location: Chicago, hybrid (4 - 5 days in office)
 
 <ul>
 <li>
 This is a fantastic chance to join a company that is scaling rapidly, where you will have real ownership, variety in your day-to-day, and the opportunity to help shape the culture as the US team grows.
 </li>
 </ul>
 
 
</div>

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