Office Manager

The Office Manager at Triangle Divorce Lawyers is a critical operational leader responsible for ensuring the seamless day-to-day functioning of both our Raleigh and Clayton offices. This role blends hands-on facilities management, Microsoft 365 administration and workflow automation, employee communications, and direct support to the Leadership Team. The ideal candidate is a proactive, detail-oriented professional who thrives in a fast-paced legal environment and brings expert-level proficiency in Microsoft 365 — including Power Automate, SharePoint, Teams, and the full Microsoft productivity suite. The Office Manager serves as the operational backbone of the firm, bridging people, technology, facilities, and process to support our attorneys, paralegals, and support staff across both locations. This individual must be comfortable managing competing priorities, traveling between offices as needed, and serving as a trusted partner to firm leadership. 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. • Build, maintain, and enhance SharePoint sites used for document management, team collaboration, and internal communications. • 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. • Collaborate with PLA, leadership, and department heads to ensure portal content is accurate, compliant, and aligned with firm standards. • 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. • Assist with 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. • Coordinate 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. • Assist with 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. • Assist with 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. • Ensure all office operations, policies, and procedures are fully documented in writing and stored in the Employee Portal and appropriate shared drives. • Assist with 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. • Ensure compliance with building safety requirements, emergency procedures, and any applicable workplace regulations at both offices. Qualifications: Required • 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. Compensation: $55,000

• 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. • Build, maintain, and enhance SharePoint sites used for document management, team collaboration, and internal communications. • 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. • Collaborate with PLA, leadership, and department heads to ensure portal content is accurate, compliant, and aligned with firm standards. • 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. • Assist with 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. • Coordinate 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. • Assist with 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. • Assist with 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. • Ensure all office operations, policies, and procedures are fully documented in writing and stored in the Employee Portal and appropriate shared drives. • Assist with 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. • Ensure compliance with building safety requirements, emergency procedures, and any applicable workplace regulations at both offices.

Compensation:
$55,000 per year