Office Manager - Firm Administrator

If you are organized, business-minded, detail-oriented, comfortable managing people, and take pride in making an organization run better, this may be an excellent opportunity for you.We are seeking an experienced Office Manager/Firm Administrator to take ownership of the day-to-day operations of our Raleigh office and help ensure the firm operates at a high level.As Marshall & Taylor continues to grow, this position will play an important role in helping build the systems, culture, and infrastructure that support that growth.This is a hands-on leadership position for someone who enjoys responsibility, solves problems, follows through, and takes initiative. We are looking for someone who doesn't simply wait for the next assignment, but notices what needs to be done and takes ownership of getting it done.If you're looking for more than a traditional administrative position and want the opportunity to take ownership, solve problems, improve systems, lead people, and make a meaningful impact on a growing law firm, we'd like to hear from you.How to ApplyAs part of the application process, please submit a cover letter answering the following questions. Applications that do not include a cover letter addressing these questions will not be considered.Why are you interested in this position, and what makes you a strong candidate?Describe your experience managing people and holding employees accountable.Describe your experience managing the operations of a professional office.Describe a process or system you improved. What was the problem, what did you do, and what was the result?Tell us about a time you identified a problem or opportunity that was not specifically assigned to you and took ownership of solving it.Compensation: $85,000 - $100,000 yearlyQualificationsRequired5+ years of experience managing operations in a professional office environmentDemonstrated experience supervising staff and holding employees accountableExperience managing vendors, budgets, expenses, or other administrative operationsExperience with accounting, bookkeeping, or financial administrative tasksStrong organizational and time-management skillsExcellent written and verbal communication skillsStrong attention to detail and follow-throughProficiency with Microsoft Office and/or Google WorkspaceAbility to learn and effectively use practice management, accounting, and other business softwareDemonstrated ability to work independently with minimal supervisionPreferredPrior experience working in a law firm or professional services environmentExperience tracking KPIs, metrics, or operational reportsExperience creating or improving office systems and workflowsFamiliarity with legal billing or trust accountingExperience working with bookkeepers, accountants, or payroll providersWhat We're Looking ForThe right person will:Take ownership of responsibilities and outcomesBe proactive and self-directedFollow through consistently without repeated remindersHave excellent attention to detailHave strong common sense and sound business judgmentBe comfortable managing people and holding employees accountableBe highly organized and able to manage multiple prioritiesBe comfortable working in a fast-paced, high-accountability environmentLook for what needs to be done next rather than waiting to be toldTake pride in solving problems and making systems betterCommunicate clearly and professionallyBe dependable and trustworthyThis position is best suited for someone who likes to be busy, enjoys solving problems, and takes personal pride in keeping an organization running at a high level.ResponsibilitiesOffice Operations & AdministrationOwn the day-to-day operations of the office and ensure systems and processes run smoothlyMaintain a professional, organized, and client-ready office environmentAnticipate operational needs and address issues before they become problemsEnsure recurring tasks, procedures, and deadlines are completed accurately and on timeDevelop and maintain written office procedures, checklists, and workflowsServe as the primary point of contact for day-to-day operational issuesStaff Management & AccountabilitySupervise administrative and support staffSet clear expectations, priorities, and performance standardsMonitor performance and address issues promptly and professionallyEnsure employees follow established procedures and maintain attention to detailTrain new employees and reinforce firm systems and standardsHelp create a culture of accountability, professionalism, and high performanceKPI Tracking & ReportingTrack key performance indicators related to operations, productivity, and efficiencyMonitor workloads, turnaround times, and operational bottlenecksPrepare simple reports and dashboards for firm leadershipIdentify trends and recommend improvements based on operational dataFinancial & Administrative ManagementHandle basic accounting and financial administrative responsibilitiesTrack expenses and assist with budget monitoringOversee invoice processing and payment coordinationCoordinate and process payments, including check preparationMonitor budgets and identify variances or concernsCoordinate with outside bookkeepers, accountants, payroll providers, and other financial professionalsMaintain accurate administrative and financial recordsVendor, Supply & Facilities ManagementManage relationships with office vendors and service providersCoordinate IT, cleaning, office supplies, maintenance, and other office servicesMaintain appropriate office inventory and anticipate supply needsAddress vendor issues and ensure services meet the firm's standardsCoordinate repairs, maintenance, and other facilities needsProcess Improvement & SystemsIdentify inefficiencies, recurring problems, and opportunities for improvementDevelop and implement systems that improve consistency and efficiencyCreate checklists, workflows, and procedures to reduce errorsLook for ways to save time, reduce unnecessary expenses, and improve the employee and client experienceTake ownership of implementing improvements rather than simply identifying problemsCommunication & ProfessionalismCommunicate clearly and professionally with attorneys, staff, vendors, and clientsServe as a reliable resource for operational questions and issuesExercise sound judgment about when to resolve an issue independently and when to escalate itRepresent the firm with professionalism, discretion, and good judgment