SKILLEDGUYANESE.COM Office Manager
Job Location
Description
The office manager is responsible for the efficient day-to-day administration of Cameron & Shepherd’s office operations. The role supports the partners, attorneys, clerks, administrative staff and support personnel by ensuring that the firm’s systems, facilities, records, procurement, vendors, staff administration, and internal procedures operate effectively and professionally.
The office manager is expected to maintain high standards of confidentiality, reliability, organisation, and service consistent with the standards of a leading law firm.
The Office Manager will report to the partners.
Requirements
Required Qualifications and Experience
Diploma or degree in business administration, management, human resources, accounting, office administration, or a related field.
At least 5 years’ experience in office administration or office management, preferably in a professional services, legal, accounting, financial, or corporate environment.
Experience supervising administrative or support staff.
Strong knowledge of office procedures, procurement, record-keeping, vendor management, and staff coordination.
Proficiency in Microsoft Office, email systems, document management tools, and general office technology.
Required Skills and Competencies
Excellent organisational and time-management skills.
Strong verbal and written communication skills.
High level of discretion and confidentiality.
Ability to supervise staff firmly but professionally.
Sound judgment and problem-solving ability.
Attention to detail and accuracy.
Ability to manage multiple tasks and deadlines.
Professional appearance and conduct.
Strong interpersonal skills and ability to work with Partners, attorneys, staff, clients, and service providers.
Responsibilities
1. Office Administration
Oversee the daily administrative operations of the firm.
Ensure that office procedures are properly implemented and followed.
Maintain orderly filing, record-keeping, document movement, and internal administrative systems.
Coordinate office opening, closing, security, reception, messenger, clerical, and support functions.
Ensure that attorneys and departments receive timely administrative support.
2. Staff Supervision and Coordination
Supervise administrative, clerical, reception, messenger, driver, maintenance, and other support staff.
Coordinate staff schedules, attendance, leave, and daily work assignments.
Monitor performance and report staffing issues to the Managing Partner or designated Partner.
Assist with onboarding new administrative and support staff.
Promote professional conduct, punctuality, confidentiality, and accountability among staff.
3. Facilities and Office Maintenance
Ensure that the office premises, meeting rooms, reception areas, storage areas, and staff spaces are clean, safe, secure, and properly maintained.
Coordinate repairs, maintenance, utilities, cleaning, pest control, security, and other facilities-related services.
Liaise with landlords, service providers, contractors, and suppliers as required.
Maintain an inventory of office assets, equipment, furniture, keys, access devices, and supplies.
4. Procurement and Supplies
Monitor and manage office supplies, stationery, printing materials, pantry items, cleaning supplies, and other operational needs.
Obtain quotations, compare suppliers, and make recommendations for purchases where appropriate.
Ensure that procurement is cost-effective and properly authorised.
Maintain records of purchases, deliveries, invoices, and vendor contracts.
5. Financial and Billing Support
Support the accounts department with administrative aspects of invoices, receipts, petty cash, vendor payments, and office expenses.
Assist with the preparation and tracking of internal expense reports and supplier bills.
Ensure that invoices from suppliers are reviewed, approved, and submitted for payment in a timely manner.
Assist with client billing administration where requested, without assuming responsibility for legal fee decisions.
6. Client Service and Front Office Standards
Ensure that reception, telephone, mail, and visitor handling are conducted professionally and efficiently.
Maintain appropriate standards for client meetings, boardroom preparation, refreshments, and visitor protocols.
Ensure confidentiality in all client-related interactions and internal communications.
Support the firm’s reputation for responsiveness, discretion, and professionalism.
7. Records, Compliance, and Confidentiality
Assist in maintaining administrative records, staff records, vendor files, asset registers, and internal policies.
Ensure that confidential documents and client information are handled securely.
Support compliance with the firm’s internal policies, health and safety requirements, employment procedures, and applicable regulatory obligations.
Coordinate document storage, archiving, retrieval, and disposal in accordance with firm procedures.
8. Technology and Systems Support
Liaise with IT service providers regarding computers, printers, software, telephones, internet, email, cybersecurity, and other office systems.
Ensure that office equipment is functioning properly and that issues are promptly reported and followed up.
Maintain basic records of firm equipment issued to staff.
Assist with implementation of new administrative systems and process improvements.
9. Events, Meetings, and Internal Coordination
Coordinate internal meetings, staff briefings, firm events, training sessions, and client-related functions where required.
Arrange meeting rooms, refreshments, equipment, attendance lists, and supporting materials.
Assist with travel arrangements, accommodation, transportation, and logistics for Partners, attorneys, staff, or visitors as needed.
10. General Management Support
Prepare reports, memoranda, schedules, and administrative updates for Partners when requested.
Identify operational issues and recommend practical solutions.
Assist with policy development, implementation of office procedures, and improvement of workflows.
Perform other reasonable duties assigned by the partners.