Personal Injury Office Manager

$65,000 - $100,000/Yr

Law Office of Bryce Carpenter - Austin, TX

Full-time - Mid Level

Austin, TX

About the position

The Office Manager at the Personal Injury Law Group is responsible for overseeing the daily administrative operations of the firm, ensuring an organized and efficient work environment. This role includes managing staff, streamlining workflows, maintaining compliance with firm policies, and supporting attorneys in achieving firm objectives. The Office Manager also coordinates administrative and operational activities and assists with client intake processes, requiring proficiency in both English and Spanish.

Responsibilities

• Supervise and manage the daily operations of the office, including workflow coordination and task delegation.
• Develop and implement office policies, procedures, and systems to enhance efficiency.
• Manage schedules, appointments, and deadlines for staff and attorneys.
• Ensure proper organization and maintenance of client files, records, and case management systems.
• Oversee the intake process, including managing intake forms, scheduling consultations, and tracking leads.
• Assist with client intakes to ensure quality and consistency.
• Oversee onboarding and training for new hires, ensuring employees are well-acquainted with firm processes.
• Monitor employee performance, maintain time tracking records, and address personnel issues as needed.
• Coordinate payroll, time-off requests, and staff schedules using systems like Rippling.
• Track and manage firm expenses, including vendor payments and office supplies.
• Collaborate with the managing attorney on budgeting and financial planning.
• Oversee billing processes and ensure compliance with trust account requirements.
• Act as the first point of contact for client issues that require escalation.
• Ensure all incoming inquiries are addressed promptly and professionally.
• Maintain office equipment, software licenses, and technology systems.
• Ensure compliance with legal and ethical standards, including document retention policies.
• Prepare and maintain detailed reports on key performance indicators.

Requirements

• Minimum of 2-5 years of experience in a personal injury law office.
• Bilingual (English and Spanish) proficiency is required.
• Strong organizational and multitasking abilities.
• Exceptional leadership and interpersonal skills.
• Excellent written and verbal communication skills.
• Proficiency in case management software (e.g., Filevine) and time-tracking tools (e.g., Hubstaff).
• Familiarity with payroll systems (e.g., Rippling) and email management systems (e.g., Hiver).
• Prior experience handling client intakes and tracking lead conversions.