Office Manager - Vogelzang Law

Position Overview

Vogelzang Law, a mid-sized plaintiff’s law firm located in downtown Chicago, is seeking an Office Manager to provide top-notch administrative support for our team and ensure the smooth day-to-day operations of the office. With over 20 years of experience in mesothelioma and asbestos litigation, we have the specialized knowledge and resources needed to litigate complicated cases and the compassion to advocate wholeheartedly for our clients.

This is a full-time, hybrid position with a competitive salary and comprehensive benefits package. The Office Manager will work four days per week in our office in downtown Chicago and will perform one day of remote work per week.

Essential Duties & Responsibilities

• Process (sort, scan, and distribute) mail and packages.
• Oversee office supplies inventory, ordering and maintaining adequate stock. Organize and label supply drawers and cabinets.
• Monitor/maintain mailing accounts (FedEx, Pitney Bowes, USPS, etc.) and ensure that we have an adequate supply of labels & boxes.
• Maintain physical office space (order snacks/drinks, clean kitchen/fridge, run and unload dishwasher, etc.).
• Track office expenses, ensuring adherence to budget guidelines. Reconcile the main credit card expense report monthly.
• Handle incoming correspondence and phone calls. Ensure that the main business phone is being answered. Monitor voicemails and forward to appropriate party (audit notifications and identify issues).
• Coordinate travel arrangements for staff as needed. Log usage of company vehicles in appropriate calendars.
• Calendar meetings and take detailed minutes.
• Log visitors into the building’s visitor registration system.
• Plan and manage physical office relocation.
• Maintain the firm’s Business/Liability Insurance.
• Organize physical files in office (save/scan/shred).
• Monitor firm registration for File&Serve, Odyssey, and other accounts.
• Assist with IT support (monitor ongoing tickets, assist with office WiFi issues, etc.).
• Update/maintain admin login information for various firm accounts (TLO, MDL, File&Serve, etc.).
• Handle other administrative requests and duties as necessary.

Qualifications

• The qualified candidate must possess at a minimum a high school diploma or equivalent, with a preference for a bachelor’s degree.
• Excellent verbal and written communication skills.
• Top-notch organizational skills and a strong attention to detail.
• Proven track record in customer service.
• Ability to multitask and prioritize.
• 2-3 years of office management experience.
• 1 – 3 years’ experience in an office setting, with a preference for a legal setting.
• Comfortable with Google Workspace and Microsoft Office.
• Experience with Salesforce preferred, but not required.

Benefits Package (subject to elections and eligibility)

• Medical, Dental, Vision, Disability, AD&D Insurance.
• 401k Retirement Plan (Competitive Matching and Vesting Schedule).
• Paid Time Off, Paid Sick Leave and Flexible Work Arrangements.
• Complimentary Gym Membership.
• Commuter Benefits.
• Employee Assistance Program.
• Training & Development Opportunities/Resources.

EEO Statement

Vogelzang Law is an equal opportunity employer and welcomes applicants from all backgrounds. All employment decisions at VL are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate.