Office Administrator

Become part of the Parker Poe team that - for more than a century - has represented many of the Southeast's largest companies and local governments. We are a tight-knit firm that values the person beyond the lawyer or professional. Because of this, in addition to structured integration efforts, you will find that mentorship, professional development, and internal referrals happen organically. If you want to join a collaborative team providing sophisticated legal services - without losing sight of our calling to give back to our communities - this is the place to be.

We are not utilizing agencies to fill this position.

Department: Human Resources

FLSA: Exempt

Direct Reports: Yes

Supervised By: Director of HR

Position Summary

The Charlotte Office Administrator is responsible for the daily administrative and operational support functions of the Charlotte office, including supervision of support staff. The Office Administrator ensures that Charlotte attorneys and staff receive general office services support including administrative support for attorneys, shared services, reception/visitor relations, and facilities/office/conference space.  This role develops and enhances relationships with attorneys and staff throughout the Firm to ensure the office is properly meeting Firm objectives.

This position manages the Charlotte office legal professional assistants, paralegals, the Shared Services Manager, and the Facilities Manager.  This includes recruiting, retention, employee relations, employee engagement, talent development, and performance management.  The Office Administrator will interact with external clients as well as attorneys and professional staff. This role works closely with the Office Relationship Partner and Firm management team to support Firm objectives and ensure excellent client service.

Primary Duties and Responsibilities

• Supervisory duties include selection and hiring; performance and salary reviews; promotions/transfers; training and development, coaching and counseling.
• Oversees the office work flow and work schedules; leverages people and technology to ensure resources are available for attorneys and staff. 
• Organizes office events to promote employee engagement.  Partners with the professional development team to offer training and development opportunities.
• Manages the reception and hospitality team that schedules conference rooms and visiting attorney offices, including catering and set-up requests for client and administrative meetings.
• Oversees the facilities team that coordinates courier and mail services, space planning, parking, building and maintenance needs, security badges, safety & health training, and office supplies.
• Oversees record keeping and off-site storage.
• Ensures compliance with all company policies and procedures as well as applicable laws and regulations. Maintains confidentiality and escalates matters, as appropriate. 
• Continually implements process improvement to increase efficiency and innovation. Works with the other Office Administrators to implement best practices.
• Manages the office budget in a fiscally responsible manner. Manages vendors relationships and contracts.
• Works collaboratively with other Administrative departments (Human Resources and Talent Management, Business Development,  Finance/Accounting, IT, Talent Management/DEI, etc.)

• Other duties and special projects as assigned.

Requirements

• Minimum of five years of office and/or HR management experience and a  Bachelors' Degree in business management, human resources, or a relevant field, or the equivalent combination of education and experience.  Experience in a law firm or other professional services environment required. 
• Minimum of two years of experience managing professional staff; HR certification preferred.

• Excellent written and oral communication skills.
• Exceptional interpersonal and customer service skills. 
• Excellent time management skills.  Ability to prioritize work/projects, meet deadlines, execute tasks, and maintain composure in a fast-paced environment. Ability to handle multiple tasks simultaneously, set priorities and accommodate last-minute requests.
• Highly self-motivated and self-directed.  Able to work independently with minimal supervision. 
• Strong problem-solving skills.  Ability to use independent judgement and discretion. 
• Exhibits initiative and innovative thinking and drives best practices; team-player who is willing to collaborate with others.
• Demonstrated attention to detail, accuracy, and confidentiality.
• Ability and willingness to work evenings and weekends, as needed.
• Proficiency in Microsoft Office Suite.  Familiarity with HR system applications.  Familiarity with time and billing systems, document management systems and electronic work flow systems strongly preferred.

Parker Poe is an Equal Opportunity Employer and makes recruitment, employment, promotional and all other personnel decisions without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, disability, veteran status or any other characteristic protected by law.