Office Manager - 5+ years of Managing Multiple Offices

Responsibilities

• Microsoft 365 Administration & Workflow Automation
• Serve as the firm's internal Microsoft 365 power user and subject-matter expert across Word, Excel, Outlook, Teams, SharePoint, OneDrive, Power Automate, and Forms.
• Design, build, and maintain automated workflows using Microsoft Power Automate to streamline firm operations, reduce manual processes, and improve accuracy across departments.
• Administer and manage the firm's Microsoft 365 tenant in coordination with the IT vendor, including user provisioning/deprovisioning, license management, group and permissions configuration, and security settings.
• Create and maintain Microsoft Teams environments, channels, and governance for staff across both offices.
• Develop standardized templates, forms, and document libraries in Microsoft 365 to ensure consistency and compliance with firm policies.
• Train staff at all levels on Microsoft 365 tools, best practices, and firm-specific workflows; provide ongoing coaching and support.
• Partner with the IT vendor to troubleshoot technology issues, evaluate software and equipment needs, and implement approved solutions.
• Monitor and manage Microsoft 365 license utilization and report usage data to leadership.
• Employee Portal — Content Creation & Management
• Manage the firm's Employee Portal (SharePoint-based), serving as the primary content creator, editor, and publisher for all internal communications and resources.
• Develop, write, and design engaging portal content, including policy updates, firm announcements, procedure guides, training materials, onboarding resources, and benefits information.
• Maintain an organized, up-to-date portal architecture so all staff can quickly locate the information and forms they need.
• Build and manage a firm-wide events and communications calendar within the portal.
• Gather staff feedback on portal usability and continuously improve the content and structure based on user needs.
• Create and publish internal announcements, newsletters, and team updates to keep both offices informed and connected.
• Leadership Team Support
• Provide high-level administrative and operational support to the PLA and the firm's Leadership Team.
• Manage complex calendaring, meeting coordination, and scheduling across multiple time zones and locations for leadership.
• Prepare professional documents, presentations, agendas, meeting minutes, and reports for leadership review and distribution.
• Aid in tracking, organizing, and reporting on key operational metrics, deadlines, and leadership priorities.
• Handle confidential matters with complete discretion; maintain strict confidentiality of all sensitive firm, personnel, and client-related information.
• Support special projects and strategic initiatives as directed by the Owner or PLA.
• Research vendors, services, and tools; compile findings and provide recommendations to leadership.
• Facilities & Operations — Raleigh & Clayton Offices
• Serve as the primary point of contact for all facilities-related matters at both the Raleigh and Clayton offices, conducting regular site visits to each location.
• Manage landlord and property management relationships at both locations; coordinate maintenance requests, repairs, inspections, and lease-related communications.
• Ensure both offices are clean, safe, fully operational, and appropriately stocked with supplies and equipment at all times.
• Oversee office supply procurement, vendor relationships, and inventory management; maintain spending within approved budgets.
• Research, evaluate, and coordinate the purchase and installation of office equipment, furniture, and technology hardware with IT vendor approval.
• Manage parking, building access, and security protocols at both locations.
• Cook up and manage cleaning service contracts, pest control, and any other recurring facility service vendors.
• Ensure workstations, phones, desks, and accounts are fully set up and ready for new employees before their first day; manage offboarding logistics when staff depart.
• Maintain an accurate inventory of firm equipment, furniture, and property across both offices.
• Respond to facility emergencies and coordinate resolution with appropriate vendors, contractors, or building management.
• Manage the conference room and shared space scheduling systems for both offices.
• HR & Personnel Operations
• Support HR functions under the direction of the PLA and firm leadership, including coordinating onboarding, offboarding, and new hire orientation logistics.
• Aid in the enforcement and communication of the firm's employment policies and procedures across both offices.
• Provide coverage backup coordination when support staff is absent; arrange temporary coverage as needed.
• Aid in staff performance review processes, including coordinating schedules, preparing supporting materials, and maintaining records.
• Proactively communicate staffing concerns, operational gaps, and coverage needs to the appropriate leaders.
• Coordinate staff training sessions, lunch-and-learns, and professional development logistics.
• Records, Compliance & Administration
• Oversee the firm's records retention and document management program in accordance with applicable legal and firm policies.
• Aid in verifying work hours, PTO balances, and overtime under the direction of the Firm Administrator and CFO.
• Maintain organized filing systems, physical and digital, for both office locations.
• Aid in ensuring compliance with building safety requirements, emergency procedures, and any applicable workplace regulations at both offices.

Qualifications

• Minimum 5+ years of office management experience, preferably in a professional services, legal, or multi-location environment.
• Expert-level proficiency in Microsoft 365, with demonstrated experience building automated workflows in Power Automate, managing SharePoint sites, and administering Teams environments.
• Proven ability to design, build, and maintain SharePoint-based intranets or employee portals, including content creation and site architecture.
• Strong writing, editing, and communication skills, able to create clear, professional internal content for staff at all levels.
• Experience managing facilities for multiple office locations, including vendor coordination, maintenance oversight, and supply management.
• Demonstrated ability to handle confidential information with complete discretion and professionalism.
• Exceptional organizational and time-management skills; ability to prioritize and manage multiple concurrent projects and deadlines.
• Valid North Carolina driver's license and reliable personal transportation for travel between Raleigh and Clayton offices.
• Associate's degree in Business Administration, Office Management, or a related field — or equivalent professional experience.