Law Firm Operations Manager in San Jose, California at Edgar Law Group, LLP

Edgar Law Group, LLP is seeking an experienced Operations Manager to help lead the firm’s internal business operations and strengthen the consistency, professionalism, accountability, and follow-through of its day-to-day administrative functions. This is a hands-on operational leadership role for a mature, proactive, highly organized problem-solver who understands that a successful law firm depends not only on excellent legal work, but also on reliable systems, clear communication, disciplined execution, and strong internal coordination.

The Operations Manager will serve as a central point of accountability for the firm’s non-legal business operations. This person must be comfortable working in a fast-paced, professional services environment where priorities shift, details matter, deadlines are real, and the Managing Partner cannot be the default point of escalation for every administrative, personnel, client-service, vendor, billing, facilities, or systems issue. The Operations Manager will also play an important role in helping the firm reduce operational drag, improve internal responsiveness, and create greater visibility into the work, issues, and decisions that affect the business side of the firm.

The Operations Manager will help ensure that Edgar Law Group’s internal operations are organized, responsive, compliant, and aligned with the firm’s professional standards. This role is responsible for translating leadership direction into practical daily execution, identifying operational gaps before they become larger business problems, and ensuring that administrative staff, systems, vendors, workflows, and internal procedures are functioning with appropriate structure and accountability.

The right candidate will bring both judgment and follow-through. This person should be able to recognize when a matter requires leadership input, but should not require constant instruction to move routine operational issues forward. The Operations Manager must be able to communicate clearly, manage competing priorities, document issues appropriately, support employee accountability, and help create a more stable operational foundation for a growing law firm.

This is an ideal opportunity for an experienced law firm administrator, operations manager, or professional services manager who is ready to take ownership of a meaningful operational seat inside a respected law firm. The firm is not looking for someone who simply waits for direction or completes isolated tasks. We are looking for someone who can see the business, organize the work, follow through with discipline, communicate with professionalism, and help leadership build a more scalable and sustainable operating infrastructure.

$75,000 - $85,000 yearly plus bonus incentives

Human Resources & Staff Oversight

• Under the guidance of the COO, manage recruitment, hiring, onboarding, training, and offboarding of staff.
• Draft and support performance reviews, promotions, coaching, and corrective actions, ensuring documentation is timely and complete.
• Monitor and help enforce HR policies and employment law compliance, escalating issues as appropriate.
• Maintain personnel files, track time off and overtime, and verify time entries for payroll submission.

Operations & Systems Management

• Ensure firm policies, procedures, and workflows are clearly documented, regularly updated, and accessible to staff.
• Train, supervise, and support administrative staff; provide backup coverage for key operational functions when needed.
• Under the direction of the COO, monitor compliance with firm rules and procedures and follow up on identified gaps.

Billing, Payroll & Financial Support

• Assist with client billing processes, including retainer agreements, invoice review, and collections follow-up.
• Manage payroll inputs (timekeeping, PTO, overtime) and process bi-monthly payroll accurately and on schedule.
• Support budgeting, vendor management, and expense tracking as part of the firm’s operational finance function.

Office & Facilities Administration

• Coordinate with building management and vendors to ensure maintenance, cleaning, safety, and security needs are met.
• Oversee office supplies, equipment ordering, and furniture setup to maintain an organized, well-functioning workspace.
• Maintain the firm’s electronic resource library and work with IT providers to support technology systems and user access.
• Ensure new hires are properly set up with workspace, email, accounts, and technology access on or before their start date.

Client Service & Front-End Support

• Provide front desk and phone coverage as needed, ensuring a professional, welcoming experience for clients and visitors.
• Support a high-quality internal and external client experience through timely, accurate administrative support.
• Collaborate with Legal and Tax Teams to ensure case management tasks (MyCase entries, document migration, engagement letters, etc.) are handled consistently and correctly.

• Bachelor’s degree in business, legal administration, or a related field.
• Minimum of 5 years of operations experience in a law firm or professional services environment.
• Strong understanding of law firm organizational structures, workflows, and administrative systems.
• Proficient in legal technology platforms, billing software, and HR/payroll systems.
• Technologically confident and comfortable navigating multiple programs, databases, and case management systems.
• Proactive, analytical, and results-oriented mindset.
• Positive, high-energy attitude with a focus on consistent performance and follow-through.
• Ability to thrive in a fast-paced, deadline-driven professional environment.
• Excellent written and verbal communication skills.
• Professional, client-centered demeanor with a welcoming presence.
• Strong interpersonal skills with the ability to build rapport and collaborate across varying roles and authority levels.
• Experience with ADP is a plus.
• Residency in or near the San Jose metro area—or a strong willingness to relocate.

At Edgar Law Group, we delve deep into the complexities of tax law to safeguard the interests of individuals and businesses nationwide. We are a boutique law firm dedicated to delivering exceptional legal services in tax, estate planning, and business law. Our firm takes pride in delivering strategic outcomes for clients while maintaining a high-performance, team-oriented work culture.

In addition to tax issues, we handle business litigation, real estate disputes, and family law matters, offering in-depth forensic accounting services as needed. We are also proud of our success in assisting emerging enterprising professionals with business formation, guiding them through legal and tax implications to best suit their vision and business goals.