Operations Manager - Legal Industry

Operations Manager – Legal Industry

“Make a Meaningful Impact. Help Us Build and Grow.”

About Clancy & Associates

Clancy & Associates is a full-service special needs law firm dedicated to helping families navigate complex legal, financial, and life-planning decisions for loved ones with disabilities. Our work focuses on special needs planning, estate planning, and guardianship, and we are known for our warm, client-centered approach and deep connection to the community.

We are growing and seeking an Operations Manager to oversee multiple administrative functions and the firm's financial performance. This role is ideal for someone who is organized, proactive, and motivated by influencing efficiency, profitability, and client service.

About the Role

The Operations Manager is the organizational backbone of our practice and a key driver of client experience. This role blends operational leadership with hands-on intake responsibilities to ensure the firm runs smoothly, efficiently, and with exceptional professionalism.

You will manage day-to-day office operations, lead new client intake and screening, oversee billing and bookkeeping, coordinate vendors, and support attorneys with critical administrative tasks. Strong communication skills, client-service excellence, and exceptional attention to detail are non-negotiable for success in this role.

Key Responsibilities

Financial Administration

• Oversee billing workflows, including invoice preparation, payments, and A/R follow-up.
• Manage bookkeeping in QuickBooks Online (A/P, A/R, reimbursements, expense coding, monthly reconciliations).
• Pay office bills, track expenses, and reconcile bank and credit card statements.
• Coordinate with accountants regarding tax filings, payroll, and compliance matters.
• Maintain operational KPIs (intake volume, response times, billing hygiene, aging reports) and surface issues proactively.

 Client & Lead Management

• Serve as the first point of contact for prospective clients; screen leads, schedule consultations, and guide them through intake.
• Maintain accurate intake records and client communication logs.
• Prepare engagement letters, initiate trust requests, and complete onboarding tasks.
• Support attorneys with file setup, organization, and administrative follow-through.

 Outreach & Marketing Support

• Coordinate firm events, speaking engagements, and community outreach.
• Assist with presentation materials, sponsorships, and donation requests.
• Collaborate with the Marketing Manager and Webmaster to share updates and content.

 General Administration

• Manage vendors, including IT, benefit providers, and office service partners.
• Oversee office equipment, maintenance, and repairs.
• Ensure daily operations run smoothly and support productivity and client service.

Requirements

Qualifications

• Associate or bachelor’s degree preferred.
• Prior experience in legal or professional office management required.
• Proficiency with Microsoft Office, QuickBooks, and Clio.
• Experience with bookkeeping, billing, payroll, HR, or timekeeping systems.
• Strong organizational abilities with a proactive, solutions-oriented mindset.
• Exceptional written and verbal communication skills.
• Ability to thrive in a fast-paced environment with shifting priorities.

What You’ll Bring

• 2+ years of law office management.
• Confidence in delegating tasks, setting expectations, and coaching others.
• Calm, organized presence with strong prioritization skills.
• Professionalism and integrity with the ability to handle sensitive matters with discretion.
• Solid understanding of bookkeeping, workflow systems, and administrative processes.
• Commitment to supporting our mission with compassion and excellence.

Benefits

• Salary: $60,000 – $75,000 per year, based on experience.
• Bonus opportunities.
• 401(k) with employer match.
• Health, dental, and vision insurance.
• Paid time off and sick leave.
• Professional development support.

Why Join Us

• Purpose-driven work supporting families facing important life decisions.
• Collaborative, supportive, and values-driven team culture.
• Opportunities for continuous learning, growth, and professional advancement.

How to Apply

Please submit your resume and a cover letter explaining your interest in the position and how it aligns with your career goals. We will contact candidates whose experience best matches our firm’s needs. Please no direct inquiries or agency submissions.