Description
Overview
Magnus Law is a dynamic and growing law firm seeking a highly organized and proactive Office Administrator to support our legal team. This role is essential in maintaining efficient daily operations, supporting legal professionals, and ensuring an exceptional client experience. The ideal candidate thrives in a fast-paced legal environment and has a keen eye for detail.
Responsibilities
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Answer and direct phone calls professionally, managing high call volumes while maintaining a warm and engaging tone with clients.
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Oversee daily office operations and foster a productive, well-organized work environment.
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Perform clerical tasks, including filing, data entry, document preparation, and organization.
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Support legal assistants and paralegals by assembling binders, scanning, photocopying, and preparing legal documentation.
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Assist with sending retainer agreements to clients and follow up for completion.
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Coordinate client management activities, including obtaining signed retainers and conducting conflict checks.
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Handle accounts receivable and collections, focusing on follow-ups and occasional invoicing.
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Maintain a clean, organized front office and boardroom, and provide a welcoming experience for all clients and visitors.
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Run occasional office errands, including preparing and executing bank runs (valid driver’s license required).
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Manage event and office function planning, including internal staff events and large-scale client appreciation initiatives (e.g., annual Christmas and Thanksgiving gift baskets).
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Operate effectively in high-pressure situations that require multitasking and quick thinking.
Preferred Experience
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Experience working in a law firm or legal office environment is strongly preferred.
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Familiarity with law firm software, such as LEAP, Clio, or PCLaw, is a significant asset.
Skills
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Strong background in office administration, ideally in a legal setting.
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Excellent communication skills, both verbal and written.
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High level of proficiency in handling phone systems and client-facing communication.
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Strong organizational and multitasking skills, with experience managing office functions and special events.
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Proficient in Microsoft Office (especially Word); typing speed of at least 40 WPM.
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Knowledge of legal procedures and experience with client management software (e.g., LEAP, Clio, PCLaw).
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Professional, courteous, and detail-oriented approach to work.
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Reliable and proactive with the ability to manage time and priorities independently.
If you're a motivated and reliable professional looking to contribute meaningfully in a supportive, team-oriented legal environment, we’d love to hear from you.