Office Administrator

About Parker Poe

Parker Poe is a business law firm that advises clients on the decisions that define them and the moments in between. Rooted in the Southeast, the firm is committed to providing exceptional client experiences and practical solutions, with the national and international reach to serve clients wherever their business takes them. Our firm offers a career experience built around deep relationships, sophisticated work, collaboration, mentoring, professional development, community, and growth.

Parker Poe is seeking an experienced, service-minded Office Administrator (OA) to lead the day-to-day operations of our Charlotte office. In this highly visible role, you will create a welcoming, efficient, and well-supported workplace for attorneys, business professionals, clients, and guests.

You will oversee the Charlotte office administration, legal and operational support teams, facilities, reception and hospitality, records, vendors, budgeting, safety, and workplace services while building strong relationships across the firm.

This full-time, in-office position partners closely with the Regional Office Administrator and firmwide leaders to strengthen the employee and client experience, support business priorities, and keep the office running smoothly. The Office Administrator will also bring creativity and fresh ideas to building connections, fostering belonging, and strengthening the Charlotte office’s role in the broader Parker Poe community.

• Lead the daily operations of the Charlotte office and recruit, onboard, coach, schedule, and develop legal support and office operations teams.
• Balance workloads, coordinate coverage, approve time off, support performance management, and use people and technology effectively to anticipate needs, resolve issues, meet attorney and business needs, and deliver a consistently welcoming experience for business professionals, attorneys, clients, and visitors.
• Partner with Human Resources, Talent, Information Technology, Business Development/Marketing, Practice Groups, and other administrative teams on onboarding, employee relations, engagement, policy administration, training, professional development, firmwide programs, and local priorities.

• Manage the teams responsible for workplace services and facilities, including reception, visitor access, conference rooms, mail and shipping, office supplies, kitchens, catering, hospitality, parking, maintenance, repairs, cleaning, security, access badges, seating, moves, space planning, and office equipment.
• Coordinate with property management and third-party vendors, including copy and print services, and ensure office, client, and community events, meetings, and visiting-attorney needs are supported with appropriate spaces, technology, materials, and hospitality.
• Develop creative, inclusive opportunities that bring attorneys and business professionals together; communicate office updates and gather feedback; and strengthen connections within the Charlotte office and across the broader Parker Poe community.

• Develop and manage the office budget, review expenses and invoices, and oversee purchasing with a focus on value and efficiency.  Evaluate staffing, vendor relationships, costs and operational risks to uncover more effective ways of working and elevate service quality across the office.
• Serve as the office’s go-to leader for safety and preparedness by maintaining procedures, service standards, safety protocols, and emergency and business-continuity plans. Coordinate drills, take charge of urgent facilities or security matters, and safeguard compliance with firm policies, confidentiality and records requirements, and applicable laws, escalating concerns when appropriate.
• Oversee records management, confidential document handling, retention practices and off-site storage in partnership with firmwide teams.
• Uphold firm policies, confidentiality requirements and applicable laws and regulations, escalating concerns as needed.
• Drive continuous improvement by evaluating service quality and workflows, using feedback and data to refine processes, and sharing best practices with the Office Administrator team.
• Lead interior construction, office expansion and other high-impact projects, and take on additional responsibilities as business needs evolve.

Qualifications 

• Bachelor's degree in business or a related field, plus at least five years of progressively responsible office operations or administrative leadership experience in a law firm or other professional services environment; or an equivalent combination of education and experience.
• At least two years of experience managing professional and administrative staff, required.
• Legal Manager or HR certification preferred.
• People-first leadership and excellent written, verbal, interpersonal, and client-service skills, with the ability to build trust at every level.

• Strong planning, organization, project management, and time-management skills, with the ability to prioritize competing demands and meet deadlines.
• Display sound judgment, discretion, critical thinking, and attention to detail, with a commitment to confidentiality, accuracy, and follow-through.
• Experience with managing budgets, purchasing, invoices, vendor management, contracts, facilities, and workplace safety.
• A self-directed, solutions-oriented approach; initiative and innovative thinking; confidence making decisions; and the ability to collaborate, work independently, and remain composed in a fast-paced environment.
• Proficiency in Microsoft Office Suite; familiarity with HR applications; and, preferably, time and billing, document management, and electronic workflow systems. Curiosity about AI and other emerging technologies, with enthusiasm for using new tools to improve operations and learning experiences.
• Ability to work on-site and provide occasional evening or weekend support for events, emergencies, or business needs.

This role is a strong fit for someone who enjoys bringing people, service, and operations together. Someone who will notice what needs attention, create order in a busy environment, and take pride in making the workday easier for others. We are looking for someone who is:

• Approachable, proactive, organized, and energized by helping others succeed.
• Able to see the big picture while keeping track of the details that make an office run well.
• A clear communicator and thoughtful problem-solver who stays steady when priorities shift.
• Creative and finds energy in building community, finding thoughtful ways to connect with colleagues, celebrate the office, and create a strong sense of belonging across Parker Poe.
• Skilled at building trusted relationships, open to feedback and always looking for better ways to serve the office and the firm.

Parker Poe is an Equal Opportunity Employer and makes recruitment, employment, promotional and all other personnel decisions without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, disability, veteran status or any other characteristic protected by law.