Office Manager – Office Operations

Job Description

Office Manager | Rosanova & Whitaker, Ltd.

The Tone:
This is a full-time, on-site role at Rosanova & Whitaker, Ltd., located in downtown Naperville, IL. Rosanova & Whitaker, Ltd. operates as a boutique real estate law firm, dedicated to providing specialized legal services to clients throughout the Chicagoland region. The firm thrives on a collaborative office environment where precise, organized processes and meticulous attention to detail are paramount. This Office Manager position is essential for overseeing the daily operational integrity of the firm, enabling attorneys and paralegals to focus on client work. The role contributes directly to fostering a productive team environment through HR responsibilities and continuous operational improvements, ensuring efficient, compliant, and well-organized firm activities.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: In-person, Naperville, IL

• Mission: Ensure efficient, compliant, and well-organized daily office operations while supporting attorneys and paralegals and continually improving firm processes.
• Tech Stack: Microsoft Office, productivity software

What You’ll Actually Do
• Daily Operations Oversight: Oversee and actively manage the comprehensive spectrum of the firm’s daily administrative and operational activities, ensuring smooth and uninterrupted functioning.
• Human Resources & Team Building: Fulfill essential HR responsibilities, including contributions to ongoing initiatives aimed at continually building and improving the team’s capabilities and morale.
• Legal Staff Administrative Support: Provide dedicated administrative assistance and support to both attorneys and paralegals, aiding them with various tasks to enhance their productivity.
• Procedural Enhancement: Proactively identify and implement improvements to office procedures, which includes evaluating and updating software systems, coordinating effectively with vendors and service providers, and collaborating with leadership to ensure efficient and compliant operations.
• Front Office & Basic Legal Support: Efficiently manage all incoming phone calls and email inquiries, maintain a welcoming and organized reception and waiting area, and provide support for basic billing, documentation, and filing requirements.

The Must-Haves
• Background: Managerial level professional with a demonstrated history in office management or a directly related administrative leadership position.
• Experience: Proven experience within a professional services environment, showcasing expertise in managing complex schedules, maintaining accurate records, and optimizing workflow processes.
• Skills:
• Advanced proficiency in both written and verbal communication, alongside strong interpersonal skills for professional interaction with clients, visitors, and team members.
• Demonstrated capability in administrative assistance and office administration, including efficient management of office equipment such as printers, scanners, and phone systems, as well as productivity software.
• Superior organizational skills, meticulous attention to detail, and the ability to effectively prioritize and manage multiple tasks and deadlines concurrently.
• Proficiency with standard office productivity tools (e.g., Microsoft Office) and a comfort level with quickly learning and adapting to new technology and systems.
• The ability to work full-time on-site in Naperville, IL, coupled with an unwavering commitment to maintaining confidentiality of sensitive firm and client information.
• Bonus: Preferred qualifications include previous law firm experience, a college degree, a paralegal certificate, or specialized certifications in office administration.