Office Manager in Covington, Kentucky at DBL Law

Position Summary
We are seeking an experienced, organized, and professional Office Manager to oversee the day-to-day administrative and operational functions of our law firm. The Office Manager will play a key role in ensuring the office runs efficiently, supporting attorneys and staff, coordinating vendors and office resources, and maintaining a professional and welcoming environment for clients.
The ideal candidate is highly organized, dependable, detail-oriented, and comfortable managing multiple priorities in a fast-paced legal environment. Strong communication skills, discretion, and the ability to handle confidential information are essential.

Office Operations

• Manage the firm's daily administrative and office operations.
• Coordinate office supplies, equipment, maintenance, repairs, and facility needs.
• Manage relationships with vendors, service providers, and building management.
• Develop and maintain office procedures to improve efficiency and organization.
• Ensure the office is clean, professional, secure, and appropriately stocked.
• Coordinate incoming and outgoing mail, packages, couriers, and deliveries.

Administrative & Staff Support

• Provide administrative support to attorneys and staff as needed.
• Coordinate meetings, conferences, firm events, and office schedules.
• Assist with onboarding and offboarding employees and seasonable hires.
• Maintain personnel, administrative, and office records.
• Coordinate staff calendars, birthdays, anniversaries, and other administrative matters.
• Manage mailroom clerks, receptionists, and others.
• Help ensure compliance with firm policies and procedures.

Financial & Billing Support

• Assist with accounts payable, invoices, expense reports, and vendor payments.
• Monitor office expenses and assist with budget tracking.
• Coordinate with the firm's accounting or bookkeeping personnel.
• Assist with attorney and staff expenses as appropriate.

Client & Firm Relations

• Help maintain a professional and welcoming client experience.
• Assist with reception and telephone coverage when necessary.
• Handle sensitive and confidential information with a high degree of discretion.
• Communicate professionally with clients, attorneys, employees, vendors, and outside professionals.

Technology & Systems

• Coordinate with IT vendors or internal IT personnel regarding technology issues.
• Help maintain office technology, phone systems, printers, and other equipment.
• Assist with implementation and maintenance of office systems and software.
• Promote efficient use of technology and administrative processes.

Qualifications

• 3+ years of office management, administrative management, or related experience.
• Experience working in a law firm or professional services environment strongly preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to prioritize and manage multiple responsibilities independently.
• Strong attention to detail and follow-through.
• Professional demeanor and excellent interpersonal skills.
• Ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Familiarity with legal practice-management, document-management, billing, or timekeeping software is a plus.

Preferred Skills

• Previous law firm administrative experience.
• Experience supervising administrative or support staff.
• Knowledge of legal terminology and law firm workflows.
• Experience coordinating vendors and office facilities.
• Basic accounting, billing, or bookkeeping knowledge.
• Strong problem-solving skills and the ability to anticipate office needs.

What We Offer

• Competitive salary based on experience.
• Health, dental, and vision insurance
• 401(k) retirement plan
• Paid time off and holidays
• Professional and collaborative work environment.
• Opportunities for growth and increased responsibility.

COMPANY OVERVIEW

Celebrating over 65 years of excellence, DBL Law is one of the largest firms in Louisville and Greater Cincinnati and the largest Northern Kentucky-based law firm. In addition to practicing law, DBL is focused on improving the community by encouraging all its lawyers and staff to serve on the boards of numerous charitable and non-profit organizations. DBL is an equal opportunity employer. Our Diversity and Inclusion Committee works to improve both diversity and inclusion, both in the firm and within its surrounding communities. For more information on DBL Law, please visit our website at www.dbllaw.com.

DBL Law provides a competitive salary, good benefits, pleasant working conditions, and the opportunity to work on often high-profile and exciting cases.

BENEFIT PROGRAM

Featured benefits for full-time team members include:

• Health, dental, and vision insurance
• Life and disability insurance
• Critical illness, accident, and hospital indemnity insurance
• Pet insurance and pet discount program
• 401(k) plan
• Paid time off
• Generous holiday schedule

Equal Opportunity Employment
DBL Law and Current HR ("organizations") provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the organizations comply with applicable state and local laws governing nondiscrimination in employment in every location in which it has operations. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, and compensation.