Office Manager Candidate
4 days ago
We are seeking an exceptional Office Manager Candidate to lead our Secretarial & Business Support team in Aberdeen or Inverness. As part of our Professional Services industry, you will be responsible for managing the team's daily operations and ensuring the smooth delivery of services.
Key Responsibilities:
- Coordinate diaries, making and amending appointments, arranging meeting rooms, tracking responses, and organizing refreshments as required.
- Proactively manage emails, ensuring documentation is copied to client folders, flagging important emails, and dealing with them in a timely manner.
- Prioritize and manage multiple projects, following through on issues in a timely manner.
- Maintain practice area organization during holidays or absences, checking for important mail, voicemail, and emails, and responding if necessary.
- Input data into case management systems.
- Develop intimate knowledge of office affairs and deal with clients and third parties via email, phone, or in person, communicating accurate messages professionally and proactively.
- Prepare Excel spreadsheets proficiently.
- Organize expense claim forms and collect necessary receipts.
- Pay invoices according to office procedures.
- Assist with billing, attend team meetings, prepare bills, and narratives for lawyer signatures and send for finalizing.
- Transfer time from lawyer suspense accounts to relevant matter numbers.
- Populate and update internal systems and databases for information retrieval.
- Share appropriate documents within the team, listing presentations on a central database, and making templates available.
- Sources travel and accommodation, organizing aspects and anticipating needed information and documents while traveling.
- Type and amend client correspondence and legal documents to a high standard, complying with preferred document styling.
- Work as a strong team player, willing to go beyond regular duties and help where needed.
- Be flexible regarding working hours, completing work during lunchtimes or different timetables as required.
- Show an open and flexible attitude to change and willingness to train in other legal practice areas (CPD).
- Display commercial and profit focus.
Salary: £25,000 - £30,000 per annum
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