Remote Office Manager

Remote Office Manager – Law Firm OperationsThe 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. Key ResponsibilitiesOffice & Operations ManagementOversee day-to-day firm operations and ensure smooth workflow across all departments.

Maintain and organize digital case files using the firm’s 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 the flow of correspondence, scheduling, and vendor relationships for tools and services.

Team Coordination & CommunicationServe as the main point of contact between 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 OversightEnsure 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 a high standard of client service excellence. Assist with client satisfaction initiatives and follow-ups.

Billing & Financial SupportPrepare 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 SupportAssist 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 & ReportingManage firm software access and troubleshoot basic tech issues. Maintain a master log of system logins and renewals.

Generate weekly reports on firm performance in various metrics (consultations, billing, receivables, staff performance, ROI, etc.). Recommend and implement process improvements and automation tools. Executive AssistanceManage the managing attorney’s calendar, priorities, and communications. Prepare correspondence, reports, and meeting materials.

Act as a gatekeeper to protect attorney focus time and task priorities. Qualifications5 years of office management or administrative experience (law firm experience required). Proficiency with legal case management and productivity tools (including firm CRM, 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 MetricsTimeliness 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 with bonuses.

Why Join

UsIf you enjoy building systems, improving workflows, and helping a legal team succeed, this role offers the chance to make a lasting impact. You’ll 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 SkillsOffice Manager ExperienceMicrosoft OfficeManagement ExperienceQuickBooksAccountingOffice ExperienceDental Office ExperiencePayrollAdministrative ExperienceEaglesoftHuman ResourcesBookkeeping #J-18808-Ljbffr