Office Manager - Charlotte office
Sodoma Law is a law firm with 7 offices across North Carolina and South Carolina. Over the years, our practice areas have expanded to include trusts and estates, adoption, mediation, immigration, and more; however, our main area of practice continues to be family law.
We are seeking an Office Manager for our Charlotte, North Carolina office who can support the day-to-day operations of the firm by managing schedules, coordinating meetings, handling administrative tasks, communicating with clients, ensuring the timely payment of expenses and collections on outstanding accounts receivable, and assigning tasks to ensure the tasks are completed in a timely manner. This person is responsible for facilitating offsite events and supporting employee engagement.
Our Office Managers must be comfortable working independently, managing competing priorities, be customer service-minded, proactive, and have a sense of urgency.
Responsibilities include but not limited to:
- Time Tracking: Weekly reports to leadership regarding time entry and overall location performance; Time entry Distribution of client invoices for review by team
- Accounts Payable: Pay vendors, as needed; Track due dates for vendor invoices; Obtain W-9 for vendors.
- Accounts Receivable: Process client credit card payments; Assist Clients Accounts Manager in collection efforts; Ensure the proper invoicing and expense allocation for clients.
- Client Contact: Handle client intake; Fee agreement preparation; Review and execution with client; Assist in closing client files; Establish client account in financial software; Update client file, as necessary.
- Facilities Management: Negotiate vendor terms and work directly with vendors for onsite installation, repairs, and maintenance; Work directly with landlord for access; Ensure workstations are ready for new employees; Ensure office is always neat and tidy.
- HR Duties: Track PTO for employees at their respective location; Manage time tracking in payroll system for respective locations; Create and maintain notes as follow up to any meetings; Assists HR Manager with recruitment, interviewing and selection, and new employee onboarding.
Qualifications:
- High school diploma or equivalent
- At least 2 years of managerial or related experience
- Experience with accounts receivable and collections
- Active members of their community (Mecklenburg County involvement is a plus)
Outstanding candidates for this position should be:
- Creative and able to think outside of the box.
- Organized
- Energetic
- Problem solvers with the ability to identify solutions.
- Licensed North Carolina Notary Public