Office Manager

Wilson Rasmussen LLP is a leading law firm with offices in Surrey and Delta servicing clients for over 30 years. We provide legal services to clients in areas of Real Estate, Property Development, Corporate Commercial, Business Law, Wills & Estates, Family Law, and Immigration.

Wilson Rasmussen LLP and its affiliated law firms are currently looking for an Office/Operations Manager. The Office/Operations Manager will oversee and manage the day-to-day matters of the Firm, including its affiliate law firm, which includes human resources, office services, facilities management, IT, marketing, communications, firm events, and accounting. This is a detail-oriented position with an emphasis on tenacity, time management, technical tasks, and interpersonal skills.

We value a firm culture that fosters collegiality and respect for everyone on the team while rewarding individual responsibility, initiative, and creativity.

Key Responsibilities

Human Resource Management

Champions Firm’s values and culture, and ensures strong employee engagement; encourages and listens to employee feedback and fosters a positive work environment
Provides strategic advice and ensures HR best practices are in place, including developing and implementing policies as required
Ensures appropriate staffing levels are in place in order to facilitate a more balanced workload
Reviews salary ranges and incentive programs that will enhance employee recruitment, engagement and retention
Conducts annual performance and salary reviews
Develops and monitors the annual HR budget
Manages full-cycle recruitment process
Screens, interviews and hires support staff in consultation with lawyers or department
Prepares offer letters and present offers to staff (and lawyers as required)
Designs welcome/onboarding program for lawyers and staff (onboarding paperwork, review of policies & procedures, tours around the office and making introductions)
Supervises support staff
Maintains attendance records (sick/vacation/medical leave, etc.)
Manages disability and return to work issues
Reviews various practice groups staffing assignments / Coordinate staff reassignments
Conducts discipline meetings and terminations
Arranges for temporary and contract staff
Coordinates and mentors Legal Administrative Assistant/Paralegal practicum students
Determines and coordinates ongoing training needs for all support staff (and lawyers as required)
Coordinates continuing education (CLEs) for lawyers
Coordinates student interviews
Participates in BCLMA and FVLA surveys (salaries, ratios & charge-out rates)
Organizes Firm social events
Payroll Responsibilities

Oversees payroll and benefit administration and responsible for benefit renewal negotiation
Contact ADP to resolve any payroll issues
Coordinate payroll matters with internal bookkeeper
Operational Management

Ensures client intake, files and assignment of files are conducted properly
Consistently reviews internal processes, systems and resources to maximize efficiency, productivity, and the delivery of exceptional client service
Oversees relationships with suppliers and external service providers; negotiates purchases, leases, contracts, etc.
Leads the planning and organization of annual retreats, client events, and other external operational meetings
Assists with integration of systems and staff, employee engagement, and culture alignment
Administers the Firm’s various professional liability insurances, Law Society and other membership fees
Oversees facilities management and communicates with the landlord to address any issues
Maintains and optimizes the Firm’s physical facilities, records management/retention and disaster recovery process, furnishing and equipment, maintenance, insurance, and special projects
Accounting/Trust Accounting

Handle and resolve all trust and accounting inquiries
Coordinate accounting matters with bookkeeper
Coordinate bank runs and direct deposits
Marketing and Communications

Oversees the marketing initiatives of the Firm, including assisting with development and implementation of Firm-wide marketing strategy, assisting with individual marketing plans, Social Media campaigns, and other business development opportunities
Ensures regular website updates are maintained, including thought leadership, staff announcements, and other information
Selects and manages external consultants to assist with Firm’s initiatives that require outside expertise
Identifies and negotiates sponsorship opportunities, speaking engagements, etc.; oversees the planning of client and sponsorship events; evaluates and reports on outcomes to the Partners
Oversees the sourcing, procurement, and inventory tracking of Firm’s promotional items
Create and manage client gifting program
Responsible for Firm advertising and other activities that will promote and enhance Firm’s visibility and image in the communities served
Prepares/coordinates marketing materials (display advertising and directories)
Organizes special events including seminars, client parties
Coordinates lawyer attendance at various BD related events
Systems and Information Technology

Evaluates business technology requirements and liaise with technology partners to provide appropriate enhancement and solutions to meet current and future business needs
Work with IT Services provider and technology partners to perform user support, application installations and upgrades
Ensures best practices are in place for systems maintenance, cyber-security, records management, library management, telecommunication, and other systems
Plans and oversees the successful completion of IT projects, ensuring they are delivered on time and within budget
Job Types: Full-time, Permanent

Pay: $50,000.00-$65,000.00 per year

Benefits:

Company events
Dental care
Disability insurance
Extended health care
Life insurance
On-site parking
Schedule:

Monday to Friday
Ability to commute/relocate:

Surrey, BC: reliably commute or plan to relocate before starting work (preferred)
Experience:

Law Firm: 3 years (preferred)
Work Location: In person

Application deadline: 2025-05-0+
Expected start date: 2025-05-15