Office Operations Manager (Chennai)

Job Description

Office Manager / Director of Operations Years: 8-15 years Location: Remote (Anywhere in India) Position Summary We are seeking a highly organized, analytical, and proactive Office Manager / Director of Operations to oversee the day-to-day business operations of our growing law firm. This position is responsible for ensuring that the firms administrative, financial, human resources, and operational functions run efficiently and profitably. The ideal candidate is a strategic problem solver who enjoys improving systems, increasing efficiency, managing people, and helping a business grow. This role requires exceptional attention to detail, financial acumen, discretion, and the ability to work independently while collaborating with attorneys and staff. Key Responsibilities Financial Management & Business Operations Manage all vendor relationships, including reviewing, processing, and paying invoices. Oversee firm expenses and identify opportunities to reduce unnecessary expenditures while maintaining quality and efficiency. Review recurring expenses and contracts to ensure the firm receives maximum value. Coordinate with the firms accountant, bookkeeper, and outside vendors as necessary. Ensure all bills, subscriptions, insurance premiums, and operational expenses are paid accurately and on time. Assist with budgeting and financial forecasting. Payroll & Human Resources Review payroll processed through QuickBooks for accuracy prior to submission. Maintain employee personnel records and HR documentation. Coordinate employee onboarding and offboarding. Assist employees with benefits enrollment, retirement plans, and other workplace benefits. Coordinate retirement account setup and administration for eligible employees. Ensure compliance with employment policies and applicable labor laws. Work with outside HR consultants or payroll providers when necessary. Reporting & Business Intelligence Prepare monthly management reports summarizing the firms financial and operational performance. Develop executive dashboards tracking key performance indicators (KPIs). Present monthly reports to firm leadership, including: Revenue Expenses Profitability Accounts receivable Cash flow Billing performance Productivity metrics Staffing metrics Identify trends and recommend operational improvements. Billing & Accounts Receivable Monitor attorney billing activity and ensure timely completion of billing. Generate and analyze accounts receivable reports. Monitor collections and outstanding invoices. Work with attorneys and staff to improve billing efficiency and collection rates. Identify aging receivables and recommend collection strategies. Productivity & Performance Management Monitor attorney and staff productivity using established performance metrics. Generate reports regarding: Billable hours Realization rates Collection rates Matter progress Staff utilization Recommend workflow improvements that increase productivity. Assist management in setting and tracking performance goals. Human Resources & Employee Engagement Foster a positive workplace culture. Organize employee appreciation events and morale-building initiatives. Assist with career development and continuing education opportunities. Coordinate employee recognition programs. Support recruitment efforts, including posting job openings, coordinating interviews, and onboarding new hires. Technology & Process Improvement Evaluate firm workflows and implement process improvements. Identify opportunities to automate administrative functions. Ensure office management software, practice management systems, and operational procedures are functioning efficiently. Coordinate with IT vendors and technology consultants as needed. Administrative Oversight Supervise administrative staff. Ensure office policies and procedures are followed. Coordinate office facilities, supplies, and vendor services. Manage contracts for office equipment and service providers. Maintain confidentiality regarding firm and client information. Qualifications Bachelors degree in Business Administration, Finance, Human Resources, Management, or a related field preferred. Five or more years of experience in office management, operations management, or business administration, preferably in a professional services or legal environment. Strong financial and analytical skills. Experience with QuickBooks payroll and financial reporting. Experience with legal billing and accounts receivable management is strongly preferred. Advanced proficiency in Microsoft Excel and Microsoft Office. Experience with legal practice management software (such as Clio or similar platforms) is preferred. Excellent leadership, communication, and organizational skills. Ability to maintain strict confidentiality. Preferred Skills Financial reporting and KPI analysis Budget .

Keyskills :
Financial ManagementBusiness OperationsPayroll ProcessingFinancial ForecastingBudget ManagementData AnalysisVendor NegotiationProject ManagementHuman Resources Management