Office Manager - Firm Administrator

About the role

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.

Responsibilities

• Office Operations & Administration
  • Own the day-to-day operations of the office and ensure systems and processes run smoothly.
  • Maintain a professional, organized, and client-ready office environment.
  • Anticipate operational needs and address issues before they become problems.
  • Ensure recurring tasks, procedures, and deadlines are completed accurately and on time.
  • Develop and maintain written office procedures, checklists, and workflows.
  • Serve as the primary point of contact for day-to-day operational issues.
• Staff Management & Accountability
  • Supervise administrative and support staff.
  • Set clear expectations, priorities, and performance standards.
  • Monitor performance and address issues promptly and professionally.
  • Ensure employees follow established procedures and maintain attention to detail.
  • Train new employees and reinforce firm systems and standards.
  • Help create a culture of accountability, professionalism, and high performance.
• KPI Tracking & Reporting
  • Track key performance indicators related to operations, productivity, and efficiency.
  • Monitor workloads, turnaround times, and operational bottlenecks.
  • Prepare simple reports and dashboards for firm leadership.
  • Identify trends and recommend improvements based on operational data.
• Financial & Administrative Management
  • Handle basic accounting and financial administrative responsibilities.
  • Track expenses and assist with budget monitoring.
  • Oversee invoice processing and payment coordination.
  • Coordinate and process payments, including check preparation.
  • Monitor budgets and identify variances or concerns.
  • Coordinate with outside bookkeepers, accountants, payroll providers, and other financial professionals.
  • Maintain accurate administrative and financial records.
• Vendor, Supply & Facilities Management
  • Manage relationships with office vendors and service providers.
  • Coordinate IT, cleaning, office supplies, maintenance, and other office services.
  • Maintain appropriate office inventory and anticipate supply needs.
  • Address vendor issues and ensure services meet the firm’s standards.
  • Coordinate repairs, maintenance, and other facilities needs.
• Process Improvement & Systems
  • Identify inefficiencies, recurring problems, and opportunities for improvement.
  • Develop and implement systems that improve consistency and efficiency.
  • Create checklists, workflows, and procedures to reduce errors.
  • Look for ways to save time, reduce unnecessary expenses, and improve the employee and client experience.
  • Take ownership of implementing improvements rather than simply identifying problems.
• Communication & Professionalism
  • Communicate clearly and professionally with attorneys, staff, vendors, and clients.
  • Serve as a reliable resource for operational questions and issues.
  • Exercise sound judgment about when to resolve an issue independently and when to escalate it.
  • Represent the firm with professionalism, discretion, and good judgment.

Qualifications

• Required
  • 5+ years of experience managing operations in a professional office environment.
  • Demonstrated experience supervising staff and holding employees accountable.
  • Experience managing vendors, budgets, expenses, or other administrative operations.
  • Experience with accounting, bookkeeping, or financial administrative tasks.
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication skills.
  • Strong attention to detail and follow-through.
  • Proficiency with Microsoft Office and/or Google Workspace.
  • Ability to learn and effectively use practice management, accounting, and other business software.
  • Demonstrated ability to work independently with minimal supervision.
• Preferred
  • Prior experience working in a law firm or professional services environment.
  • Experience tracking KPIs, metrics, or operational reports.
  • Experience creating or improving office systems and workflows.
  • Familiarity with legal billing or trust accounting.
  • Experience working with bookkeepers, accountants, or payroll providers.

What We’re Looking For

• Take ownership of responsibilities and outcomes.
• Be proactive and self-directed.
• Follow through consistently without repeated reminders.
• Have excellent attention to detail.
• Have strong common sense and sound business judgment.
• Be comfortable managing people and holding employees accountable.
• Be highly organized and able to manage multiple priorities.
• Be comfortable working in a fast-paced, high-accountability environment.
• Look for what needs to be done next rather than waiting to be told.
• Take pride in solving problems and making systems better.
• Communicate clearly and professionally.
• Be dependable and trustworthy.

Pay

$85,000 – $100,000 yearly