Office Manager - Charlotte Office

The Office Manager position may require some or all of the following duties:

• Assist HR Director in carrying out various Human Resource programs and procedures for all firm employees; and educating employees on firm policies and benefit package;
• Coordinate and participate in annual performance evaluations for non-attorney support staff in the office;
• Participate in recruitment effort for exempt and non-exempt personnel (excluding managerial levels and above) and help coordinate the use of temporary employees;
• Administer pre-employment tests, conduct reference checks, conduct new employee orientations, and 90-day evaluations;
• Assist in the exit interview process;
• Check time sheets a minimum of weekly for attendance and payroll purposes for all non-exempt support staff;
• Receive and regularly approve PTO requests for full time non-exempt support staff;
• Coordinate and schedule leave and vacation time for part time support staff;
• Monitor work flow and assist with emergency requests for staff support;
• Train and supervise non-attorney support staff, and as needed assist in training for new hire attorneys for the office;
• Supervise Office Services Team Lead, Receptionist & others as assigned, while maintaining a complete understanding of each function;
• Provide employee relations support to staff and attorneys in the office;
• Assist with organization of work assignments and work schedules for non-exempt staff;
• Liaison between office and Raleigh Department Heads (i.e., Finance, Business Development, HR, IT, and Conflict Compliance);
• Assist the Finance Department with processing of incoming checks, making deposits, maintaining the safe log, submitting check requests, preparing expense reimbursements, maintaining petty cash, reviewing monthly financial and billing reports, and processing and approving invoices;
• Assist the Business Development Department with local business development, client service and marketing ventures, including meeting with vendors, client seminars, coordinating photographs and articles with attorneys, setting up for events and coordinating monthly Marketing inventory;
• Assist the IT Department with in-house IT support and maintenance of IT equipment, as needed;
• Manage office renovations or relocation, including furniture acquisition, as requested;
• Liaison between office and building management/maintenance; plant services; cleaning company;
• Supervise and coordinate on and off-site file and record storage;
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and/or participating in professional societies;
• Participate in firm committees, groups and initiatives;
• Overall ensure the office runs efficiently;
• Provide or coordinate relief for Receptionist, as needed; and,
• Any other related tasks that may be assigned by the Chief Operating Officer, HR Director or Office Managing Partner.

Minimum Qualification(s):

Bachelor's degree or higher from a 4-year college or university, and
At least 3 years’ managerial experience, preferably in a professional service setting

Knowledge/Skills/Abilities:

Proficiency with Microsoft Office Suite, including Microsoft Word
Minimum typing speed of 60 wpm
Knowledge of document management, billing, and legal software is helpful
Excellent client service and interpersonal skills with the ability to interact well with and respond to the needs of all levels of personnel
Ability to communicate clearly and concisely in oral and written form
Extremely organized with attention to details, including the ability to own and prioritize all aspects of the position and meet deadlines in a dynamic, fast-paced environment
Effectively manage and maintain confidential information
Self-starter with the ability to work independently, or as part of a team, using initiative in all aspects of assignments
Ability to read and absorb complex information quickly and accurately
Managerial experience is required
Human Resource experience and/or education is preferred
Recruiting experience is preferred

Expectations:

Consistent and timely attendance 5 days a week Monday-Friday (unless pre-approved or modified schedule)
Accuracy of work product
Reflect our Core Values of Teamwork, Reputation, and Client Service
Consistently on-call to assist with emergent situations