Office Administrator

Wilson Elser - Business & Legal Professionals; Charlotte (NC); On-site; USD 75,000 - 95,000; Full time

Job summary

A leading defense litigation law firm seeks an experienced Office Administrator to oversee the operations of its Charlotte office. The successful candidate will manage critical functions such as human resources, accounting, and facilities planning, while fostering a collaborative work environment. The role demands substantial leadership skills and a strong track record in law firm management. Join a dynamic team where your contributions are valued, with opportunities for professional advancement and development.

Benefits

Outstanding benefits package, including 401k match

Generous PTO plan

Access to corporate discount plans

Qualifications

• 5+ years of experience in law firm administration or management.
• Ability to thrive in a fast-paced environment.
• Basic knowledge of budgeting and accounting principles.

Responsibilities

• Manage operations of the Charlotte office ensuring seamless performance.
• Supervise accounting functions including invoicing and vendor processing.
• Conduct annual performance evaluations of non-attorney staff.

Skills

Leadership

Management

Interpersonal skills

Communication

Attention to detail

Education

Bachelor's degree from an accredited college or university

Job description

Wilson Elser is a leading defense litigation law firm with more than 1,250 attorneys in 43 offices throughout the United States. Founded in 1978, we rank among the top 100 law firms identified by The American Lawyer and 43rd in the National Law Journal's survey of the nation's largest law firms. We're also Mansfield Certified Plus.

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Office Administrator position in our Charlotte Office.

The Position

Wilson Elser is seeking a dynamic and experienced Office Administrator to lead and manage the operations of our Charlotte office. This role requires a proven track record of effective leadership and operational management skills.

The Office Administrator will be responsible for overseeing a wide range of critical functions, including in-house and outsourced services, facilities planning, human resources functions, accounting & billing processes, secretarial services, reception and conference planning, outsourced mail, messengers and legal records services, and budget planning and management.

Key Responsibilities

• Provide proactive administrative oversight ensuring seamless operations across all areas of the office.
• Collaborate with firm departments and senior leadership to ensure firm programs and procedures are effectively and efficiently implemented within the office.
• Ensure the ongoing productivity and effectiveness of our professional staff by managing workflows and optimizing the firm's administrative support services.
• Initiate employee onboarding, status changes, and departure processes to maintain a positive and organized employee experience.
• Monitor staff attendance, PTO and other absences, and approval of timecards to ensure accurate records and smooth daily operations.
• Conduct annual performance evaluations of non-attorney professional staff, driving engagement and professional growth.
• Supervise accounting functions including invoicing, check requests, and vendor expense processing, ensuring accuracy and timely handling of all financial matters.
• Coordinate general office services with building management and local facilities management services to address general office service needs and maintain a productive work environment.
• Develop and manage operational budgets for the office, aligning financial planning with strategic objectives.
• Travel to the Raleigh office, as needed.

Qualifications

• Minimum of 5+ years of proven experience in law firm administration or management.
• Bachelor's degree from an accredited college or university preferred.
• Excellent leadership and management skills, with prior direct supervisory responsibilities, with a track record of direct supervisory responsibilities, including the ability to inspire and develop a cohesive and high-performing team across multiple locations.
• Proven ability to thrive in a fast-paced environment, responding effectively to evolving priorities and changes.
• Strong interpersonal skills with the ability to work collaboratively across all levels of the firm, including professional staff, attorneys, and leadership.
• Outstanding written and verbal communication skills.
• Highly detail-oriented and organized, with the ability to manage multiple tasks and projects simultaneously.
• Basic knowledge of budgeting and accounting principles, with the ability to contribute to financial planning and operational efficiency.

Why Should You Apply?

• Benefits : Outstanding benefits package, including 401k match and generous PTO plan
• Career Growth : Ample opportunities for professional development and advancement
• Employee Perks : Access to corporate discount plans and other benefits

Wilson Elser welcomes submissions of candidates for our open positions exclusively from recruitment agencies with an active, signed fee agreement who have been granted access to a position through our dedicated Recruitment Agency Portal. We are unable to consider submissions from recruitment agencies without a current (dated as of 7 / 1 / 2024) agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at [emailprotected] .

We believe in creating a work environment free of barriers and bias, where individual outlooks and talents are respected and valued. Our firm's policy is to ensure an equal employment opportunity without discrimination or harassment based on race, color, national origin, religion, age, sex, disability, citizenship, marital status, sexual orientation or any other characteristic protected by the law.

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