Office Manager

Job Description

Job Description

OFFICE MANAGER - IN-OFFICE/ONSITE MONDAY - FRIDAY

Williams Mullen is seeking an experienced Office Manager to oversee and support the Legal Administrative Assistant (LAA) and Receptionist teams in the Raleigh, NC and Columbia SC offices. The ideal candidate will have experience supervising administrative staff in a professional services or law firm environment and a demonstrated ability to manage employee performance, attendance, staffing coordination, and workplace engagement initiatives.

This position serves as the primary liaison between Legal Administrative Assistants, Receptionists, and firm leadership, ensuring consistent application of firm policies, effective communication, accountability, and high-quality administrative support. The Office Manager will oversee all aspects of the time and attendance process and performance management process for LAAs and Receptionists, while fostering a positive, collaborative, and service-oriented work environment.

The successful candidate will possess outstanding organizational, communication, and leadership skills and thrive in a fast-paced, detail-oriented environment. This position requires regular interaction with attorneys, administrative management, and staff across the firm.

This is a full-time position and requires working in the Raleigh office five days per week.

Supervisory Responsibilities

• Directly supervises Legal Administrative Assistants and Receptionists.
• Oversees onboarding and integration of newly hired LAAs and Receptionists.
• Provides training and coaching on firm policies, procedures, workflows, and performance expectations.
• Manages staff scheduling and coverage to ensure appropriate administrative support and reception coverage.
• Conducts regular performance discussions and annual performance evaluations.
• Partners with the Director of Administration and Director of Human Resources regarding employee relations matters, performance improvement plans, corrective action, and other personnel issues.
• Provides ongoing coaching, feedback, and professional development support to administrative staff.

Duties and Responsibilities

Performance Management

• Works in coordination with the Director of Administration to administer the performance management process for Legal Administrative Assistants and Receptionists.
• Establishes clear performance expectations and goals consistent with firm standards.
• Conducts annual performance evaluations and periodic performance check-ins.
• Provides timely coaching, mentoring, and performance feedback.
• Identifies training and professional development opportunities for administrative staff.
• Addresses performance concerns promptly and collaborates with the Director of Human Resources on performance improvement and corrective action processes when necessary.
• Maintains accurate documentation related to performance management activities.

Time and Attendance Management

• Serves as the primary manager of timekeeping, attendance, overtime, and paid time off processes for Legal Administrative Assistants and Receptionists.
• Reviews and approves employee time records and attendance submissions in accordance with firm policies.
• Monitors attendance trends and staffing coverage to ensure operational needs are met.
• Coordinates vacation schedules, leave requests, and administrative coverage.
• Ensures compliance with firm attendance policies and applicable employment regulations.
• Addresses attendance concerns and works with the Director of Human Resources on appropriate follow-up when necessary.

Administrative Staff Management

• Maintains balanced staffing assignments and coordinates administrative support coverage across practice groups as needed.
• Manages workflow distribution and backup support arrangements for LAAs and Receptionists.
• Promotes effective communication and collaboration among attorneys, administrative staff, and firm leadership.
• Creates and maintains administrative procedures, best practices, and training materials.
• Assists with recruiting, interviewing, onboarding, and retention efforts for LAA’s and receptionist. 
• Serves as a resource for staff questions regarding administrative procedures and firm policies.

Employee Engagement and Office Support

• Coordinates employee engagement activities and administrative staff recognition initiatives.
• Assists with planning office events, celebrations, and charitable activities.
• Supports the Managing Partners and firm leadership with administrative projects involving staff engagement and office culture.
• Encourages a professional, inclusive, and positive work environment aligned with firm values.
• Performs other related duties as assigned.

Required Skills and Abilities

• Strong leadership, coaching, and employee development skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage sensitive employee matters with professionalism and discretion.
• Strong organizational and time management skills with the ability to prioritize competing demands.
• Ability to analyze staffing needs and make sound operational decisions.
• Demonstrated ability to manage performance, attendance, and employee relations matters.
• Proficiency in Microsoft Office Suite and timekeeping or human capital management systems.
• Ability to maintain confidential information and records.

Education and Experience

• Requires Bachelor's degree in Business Administration or related field preferred.
• Requires a minimum of five years of supervisory or office management experience, preferably in a law firm or professional services environment.
• Experience managing employee performance, attendance, scheduling, and staffing coordination.
• Experience working collaboratively with Human Resources on employee relations and performance matters preferred.

Travel Requirement

• Periodic travel to the firm’s Columbia, South Carolina office is required, typically on a quarterly basis, to support business operations, attend meetings, and collaborate with attorneys and staff.

Equal Employment Opportunity

Williams Mullen is an equal opportunity employer committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to age, race (including characteristics commonly associated with race, including hairstyle), color, ethnicity, national origin, religion, creed, medical condition including pregnancy and childbirth, disability, genetic information, gender identity and expression, marriage or parental status, sexual orientation, or Veteran’s status.