Administrative Manager – Legal

Job title:

Administrative Manager – Legal

Company

Arlyn Recruiting

Job description

Job Posting: Administrative Manager – LegalThe Administrative Manager will work with a small team and oversee the day-to-day operations of the business, ensuring an excellent, seamless, and accurate user experience for the mediators that we support, and the legal counsel who book mediations or arbitrations through our scheduling system. This role primarly involves coordinating the arrangements for and administration of mediations and arbitrations, and also managing the day to day accounting and administration of the business.Role Responsibilities:

• Manage Booking Systems and Administrative Tasks: Oversee the scheduling and tracking of appointments with mediators and lawyers using our scheduling system – called OnceHub.
• Communication and Customer Service: Handle emails, bookings, and customer service using existing hardware and software setups, including Office 365 and a pre-configured laptop.
• Standard Administrative and Office Tasks: Manage filing systems, email systems, monthly business payables, monthly billing to legal counsel, and set up courier and parcel delivery systems.

Technology and Systems:

• Website and Booking System: WordPress web site integrated with OnceHub for scheduling managment.
• Document Management: Utilize NetDocs for document management (not integrated with OnceHub).
• Office Software: Primarily use Microsoft Office 365 for managing operations and communications.
• CRM: No dedicated CRM software in place at this point.
• Phone System: Currently using a cell phone, possibility of transitioning to a virtual phone system in the future.
• IT Support: Managed in coordination with a third-party IT consultant.

Accounting and Billing:

• Accounting Platform: Manage billing and invoicing, accounts payable (AP) and accounts receivable (AR), monthly bank reconciliations, payroll for 1 to 3 employees, and generate simple monthly reports for the president. Acquire and set up an accounting system like QuickBooks or similar small business accounting software to manage accounts.
• Skills Required: Handle invoicing mediators and managing AP and AR payments, requiring intermediate full-cycle bookkeeping and accounting software skills.

Primary Communication Tasks:

• Professional Communication: Maintain a professional telephone manner and demonstrate extremely diligent and timely email communication skills and practices.

Administrative and Technical Requirements:

• Online Booking System Management: Manage the online bookings through scheduling system.
• Legal Assistant/Paralegal Skills: Employ adinistrative skills to facilitate the exchange of required mediation/arbitration materials (legal pleadings, selected documents, and mediation briefs) among legal counsel and the mediator/arbitrator. Knowledge or experience with legal documents is essential, and experience with the NetDocs document management system is an asset.
• Mediation Agreement Assistance: Assist in the signing and exchange (not drafting) of the Mediation Agreement that will govern the proceedings.

Office and Remote Work:

• Work Environment: The role will be primarily remote with occasional in-office responsibilities, in coordination with the office space supplier regarding the mediation and arbitration spaces.
• In-Office Presence: Expectation to be in-office once a week for overall administrative tasks (checking mail, sending out promotional material, and other related work tasks). A stronger presence may be needed initially to ensure smooth operations, but long-term coordination with Veritext should not require frequent in-office attendance.
• Partnership with Downtown Office Venue: Handle logistical tasks, communication, and review of invoicing associated with office provider.

Planning and Marketing:

• Website and Marketing Plan: Coordinate with the Marketing person to povide support as required.

Compensation and Employment Details:

• Salary Range: $80K per year.

Key Accomplishments to Measure Success:

• User Experience: Deliver a truly excellent user experience for legal counsel and mediators/arbitrators, as evidenced by positive reports and testimonials from users.

Opportunities for Growth:

• Increased Responsibility and Income: There are opportunities for increased responsibility and income as the organization grows.

About Arlyn Recruiting:Arlyn Recruiting partners with top law firms across Canada to help candidates secure ideal opportunities based on their education, skills, and career ambitions. Applications can be submitted through the Arlyn Recruiting website or by emailing a resume directly to . This service is 100% free and confidential for job seekers. Arlyn Recruiting supports candidates’ success through experience, knowledge, and strong relationships.

Expected salary

$80000 per year

Location

Vancouver, BC

Job date

Tue, 24 Dec 2024 23:02:19 GMT

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