Remote Office Manager – Law Firm Operations
We are seeking a highly organized and proactive Remote Office Manager to help our growing firm run smoothly and efficiently. This is a fully remote position supporting a small law firm (6–10 team members) that focuses on estate planning and related legal services.
The ideal candidate is detail-oriented, tech-savvy, and experienced in legal office administration, capable of juggling multiple priorities while keeping the firm’s operations, systems, and communication flowing seamlessly.
Performance Metrics
Timeliness and accuracy of task management and reporting.
Efficiency of internal communication and team coordination.
Client and attorney satisfaction with administrative support.
Smoothness of firm operations and measurable process improvements.
Why Join Us
If you enjoy building systems, improving workflows, and helping a legal team succeed, this role offers the chance to make a lasting impact. You’ll play a key role in ensuring our attorneys can focus on serving clients while you keep operations organized, efficient, and thriving.
Join a law firm that values organization, communication, and growth.
Responsibilities
Office & Operations Management
Oversee day-to-day firm operations and ensure smooth workflow across all departments.
Maintain and organize digital case files using the firm’s CRM. MUST BE TRAINABLE ON THE CRM.
Develop and update Standard Operating Procedures (SOPs) and KPI’S to document internal workflows.
Track deadlines, open tasks, and case progress to keep the team accountable.
Organize and manage the flow of correspondence, scheduling, and vendor relationships for tools and services. AMONG TEAM MEMBERS
Team Coordination & Communication
Serve as the main point of contact between the managing attorney, intake staff, and paralegals.
Schedule and facilitate weekly team meetings, prepare agendas, and follow up on action items.
Monitor staff performance, attendance, and productivity metrics.
Foster a positive, organized, and collaborative remote culture .
Client Support & Intake Oversight
Ensure client inquiries and new leads are handled promptly and professionally.
Support the intake and sales team by coordinating consultations, updating the CRM, and tracking conversions.
Maintain confidentiality and ensure a high standard of client service excellence .
Assist with client satisfaction initiatives and follow-ups.
Billing & Financial Support
Prepare and send invoices; track payments and outstanding balances.
Support bookkeeping tasks, expense tracking, and vendor payments.
Coordinate with the bookkeeper/accountant for monthly reports and reconciliations.
Hiring, Onboarding & Staff Support
Assist with recruiting, screening, and onboarding new team members.
Manage access setup, training materials, and performance tracking.
Support employee engagement through recognition and morale initiatives.
Manage firm software access and troubleshoot basic tech issues.
Maintain a master log of systems, logins, and renewals.
Generate weekly reports on firm performance in various metrics (including consultations, billing, receivables, staff performance, and ROI etc.).
Recommend and implement process improvements and automation tools .
Executive Assistance
Manage the managing attorney’s calendar, priorities, and communications .
Prepare correspondence, reports, and meeting materials.
Act as a gatekeeper to protect the attorney's focus time and task priorities.
Qualifications
5+ years of office management or administrative experience (law firm experience required).
Proficiency with legal case management and productivity tools (INCLUDING LAW FIRM CRM TO BE DISCUSSED, Filevine, Google Workspace, Zoom, etc).
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Self-motivated, dependable, and comfortable working remotely.
Proven ability to manage multiple priorities and meet deadlines.
Compensation
$9 - $11 hourly
Company Overview
At NY Wills & Estates, we are dedicated to helping clients plan for the future by offering expert legal services tailored to their individual needs. Our mission is to make estate planning accessible and easy to understand, ensuring clients have peace of mind knowing their families and assets are protected. We pride ourselves on integrity, exceptional client service, and a commitment to professional excellence. If you want to be part of a reputable firm with a strong client‑centric approach, we’d love to have you on our team.
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