Law Firm Office Manager

Part-Time / Fractional Law Firm Office Manager

Pay: CA$50.00 - CA$65.00 per hour

Job description:

Company Overview

DIMIC LAW focuses on civil litigation, commercial transactions, and corporate deals. The firm is determined to deliver the utmost value in every legal matter.

The Opportunity

Dimic Law is seeking an experienced, hands-on law firm office manager to lead administrative operations, coach and hold support staff accountable, maintain reliable firm systems, and take ownership of recurring operational management. This is an execution and people-management role—not a strategy-only consulting engagement. Prior law firm management experience is required.

People Leadership and Onboarding

• Supervise, coach, and hold legal administrative and other support staff accountable for performance, service standards, and follow-through.
• Lead regular staff check-ins and confidential one-to-one meetings with support staff, without managing lawyers present when appropriate; document action items and follow up.
• Lead recruitment coordination, interviewing, onboarding, training, and integration of new staff members.
• Personally guide new hires through existing firm manuals, standard operating procedures, checklists, systems, and expectations; verify completion and understanding.
• Coordinate staffing schedules, vacation and absence coverage, cross-training, and handovers; identify capacity gaps early.
• Conduct operational/KPI one-to-ones with associate lawyers, including follow-up on agreed metrics, without supervising legal judgment or substantive legal work.

Client Intake, Workflows and Firm Systems

• Oversee the legal administrative assistant’s execution of client intake, scheduling, retainer administration, and client communications; verify accuracy and timely follow-through.
• Coordinate regular client tracker reviews with support staff, confirm next steps, assign administrative follow-ups, and flag stalled matters or client-service risks.
• Maintain and improve practice standard operating procedures, manuals, checklists, workflows, and accountability systems.
• Coordinate administrative work assignment with the legal administrative assistant using the firm’s CRM/practice-management software; monitor completion and workload bottlenecks.
• Work with lawyers to coordinate support needs, administrative priorities, file-opening workflows, and operational deadlines.

Performance Tracking and Reporting

• Maintain and update the Dimic Law dashboard tracker weekly, ensuring the underlying information is complete, accurate, and actionable.
• Monitor daily billable-time entry across fee earners; follow up on missing entries and report persistent gaps.
• Track administrative KPIs, client intake, outstanding retainers, task completion, and workflow issues; report exceptions and proposed solutions.
• Provide the Managing Partner with a concise weekly operational update covering staffing, KPIs, intake, collections follow-up, unresolved issues, and next steps.

Financial Administration and Business Development Coordination

• Participate in accounts receivable and accounts payable coordination meetings with the legal administrative assistant, accounting, and Finance Manager as applicable; track assigned follow-ups.
• Coordinate billing and collections workflow follow-through while leaving accounting approvals and financial decisions to authorized personnel.
• Check in with the marketing team to coordinate implementation of approved marketing strategies and track deliverables.
• Ensure referral and networking events are coordinated with the legal administrative assistant, including scheduling, preparation, follow-up, and CRM updates.
• Lead other recurring administrative meetings and ensure owners, deadlines, and action items are documented.

Qualifications

• At least three years of direct law firm office management or legal operations leadership experience, including supervising legal support staff.
• Demonstrated ability to independently run staff meetings, onboarding, performance follow-up, and administrative systems.
• Familiarity with legal practice-management, CRM, time-entry, billing, and client intake workflows;
• CosmoLex experience is an asset.
• Strong discretion, organization, judgment, communication, and ability to escalate legal or personnel issues appropriately.
• Comfortable working with lawyers, finance/accounting, and external marketing providers.

Reporting and Scope

Reports directly to the Managing Partner. Responsible for operational execution and KPI coordination; substantive legal supervision, legal advice, lawyer compensation decisions, and final employment decisions remain with the appropriate lawyer or firm leadership.

Benefits:

• Company events
• Flexible schedule
• On-site gym
• On-site parking

Application question(s):

• How many years of experience do you have managing the operations and administrative staff of a law firm?

Work Location: In person