Office Supervisor

Description

We are seeking an Office Supervisor for one of our Billings, MT locations.

Position Summary

We are seeking a dynamic and organized Office Supervisor to oversee the day-to-day operations at one of our office locations in Billings, MT. This role is pivotal to ensure smooth workflow coordination, supporting the legal team, and maintaining an efficient and productive office environment. The ideal candidate is an effective communicator with strong leadership and organizational skills, ready to collaborate and support a dedicated team.

Key Responsibilities

Team Supervision & Support

• Supervise and mentor the disbursement and administrative team to drive high performance.
• Conduct weekly one-on-one meetings with team members to provide feedback and track individual progress.
• Develop and deliver comprehensive training to prepare team members for assigned projects.
• Provide guidance and support to the legal team to ensure efficient and effective legal services.
  
  

Workflow Coordination

• Collaborate with management to assign and manage workloads effectively.
• Monitor project progress, ensure deadlines are met, and address workflow challenges.
• Develop and implement strategies to improve the efficiency and effectiveness of the legal department’s operations.
  
  

Office Operations

• Oversee the day-to-day operations of the office, including supplies, equipment, and facility needs.
• Foster a positive and professional office environment that supports teamwork and productivity.
• Serve as the point of contact for office-related inquiries and concerns.
• Manage operational functions to ensure alignment with organizational policies regulatory requirements, and industry best practices.
  
  

Administrative Duties

• Maintain organized records related to performance, training, and correspondence.
• Maintain accurate and organized records of legal documents and correspondence.
  
  

Key Skills

• Experienced in supervising high-performing teams with a focus on accountability, service excellence, and team development.
• Strong verbal and written communication skills used to guide team members, provide clear instructions, and address client needs.
• Demonstrates empathy, discretion, and professionalism when dealing with sensitive or escalated situations.
• Strong analytical and problem-solving skills with the ability to make data-informed decisions.
• Maintains high standards for compliance, accuracy, and quality in documentation and client interactions.
• Monitors team metrics, delivers real-time feedback, and supports growth through hands-on mentoring and training.
• Identifies day-to-day inefficiencies and suggests improvements that enhance team effectiveness and client satisfaction.
• Skilled in using dashboards, reporting tools, and operational systems to track performance and manage daily operations.
• Responsive to shifting priorities and able to manage multiple responsibilities with a calm, solution-focused mindset.
• Maintains reliability and a proactive attitude, supporting a collaborative and inclusive team culture.
  
  

Minimum Qualifications

• Must be at least 18 years of age or older.
• 3–5 years of supervisory experience required.
• Associate or bachelor’s degree in a relevant field preferred
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Must have a valid driver's license, and reliable transportation to support a combination of office-based and client-based interactions.
  
  

Preferred Qualifications

• Experience supervising legal assistants or administrative staff.
• Familiarity with workflow coordination and project management.
• Strong problem-solving and decision-making skills.
• Proven experience in office management, supervision, or a related role.
  
  

Physical Requirements

• Prolonged periods of sitting.
• Perform repetitive tasks such as typing and clicking.
• Must be able to lift and move light items up to 20 pounds at times.
• Must be able to bend, reach, push, pull, lift, and sit.
  
  

The physical demands are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Benefits

The company offers a comprehensive benefits package including:

• Medical, dental, and vision.
• Voluntary life, accident, critical illness, hospital indemnity, and short-term disability.
• Vacation, sick and floating holidays.
• Employee assistance program.
• Paid parental leave.
• 401(k) retirement plan.
  
  

Disclaimer

This is not meant to be an all-inclusive list of duties and responsibilities for this position but constitutes a general definition of the position's scope and function.

Equal Opportunity Employer

We are an equal opportunity employer and value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

If you require a reasonable accommodation to complete the application or interview process, please contact us at [email protected].