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Office Manager

Reference: 21839

Location

Belfast

Salary

Competitive

Job Type

Permanent

Date Posted

30 April, 2024

Our client a leading global law firm are seeking to recruit an experienced Office Manager . You will be a trusted advisor to the wider senior team. You will lead a high calibre of legal support teams. If you are a professionally experienced Office Manager, this may be the next opportunity for you…

Leadership & Management

Demonstrate leadership and provide direction to the Office Operations and Legal Support teams.

Build a high-performance culture to achieve consistently high staff engagement, and highly effective and motivated teams.

Responsible for all aspects of direct line management including development, performance management, career progression, absence management and where required staff recruitment.

Liaise with the senior management team and internal stakeholders to identify opportunities for ongoing improvement to the Office Operations and Legal Support functions and the performance of both teams.

Regularly meet with internal stakeholders to exchange information, to discuss issues affecting the office and proactively identify opportunities to improve service and efficiency.

Work closely with the Belfast Business Services teams to provide a cohesive approach and optimal support to the legal team.

Provide advice, identify strategies, and produce and implement plans for improvements for the office and where appropriate, the firm.

Directly contribute to local, regional, or global strategic projects, typically as the Belfast representative and local subject matter expert.

Promote, implement, and manage new and existing initiatives and firm wide projects.

Collaborate with other office managers globally to work together to improve overall operations.

Legal Support

Overall responsibility for the recruitment, retention and development of the Practice Executives and Assistants to ensure the quality and consistency of services provided to the legal team and clients is efficient, effective and meets the need of the Practice Groups

Manage resources and allocate or re-distribute work to ensure administrative capability is both optimised and available to support the practice groups in their delivery to clients.

Monitor and maintain the quality and consistency of services provided and identify and progress opportunities for improvement.

Manage the practice group(s) PE ratios in line with global practice and Firm targets / guidelines.

Develop and maintain good relationships with the Partners and Senior Managers and be recognised and respected by the lawyers within the practice group(s).

Office Operations

Manage the office operations team to ensure operational excellence for all client services functions, including reception, meeting room management, video conferencing facilitation, client hospitality, events, and office visits. Seek to enhance and improve these services.

Provide the office with high quality facilities, equipment and office services that enable staff to work seamlessly on delivering client outcomes.

Manage all third-party contracts related to the running of the office, including cleaning, maintenance, stationery supplies, couriers, transportation, external catering, events and functions, and responsibility for associated invoices.

Manage the relationship with the landlord and/or his agent to ensure that the building services provided such as security, mechanical and electrical services, HVAC (heating, ventilation, and air conditioning) meet the needs of the firm.

Manage business insurance, insurance budget and renewals liaising with London as required.

Manage and report on the office’s environmental performance including energy management and recycling.

Assess the use of office space, organise office moves and ensure the space is utilised effectively to accommodate the office’s continued growth.

Responsibility for the Office Operations budget, managing costs and tracking spend to budget and reporting on any variances.

Events

Working closely with the Belfast Office Networks, the Practice Management team, and the Partners, take ownership and responsibility for the successful running and coordination of office wide events including the organisation and preparation of Town Halls

Work with the Partners and Practice Management to ensure that events have strategic oversight and deliver return on investment.

Premises

Working with the Corporate Real Estate Management team to support operational lease management for local office including ensuring sufficient notice periods for options, renewals and rent increases are met.

Liaise with key stakeholders and experts on key property initiatives and projects.

Manage physical security, office improvement or maintenance projects.

Business Continuity, Workplace Health & Safety (WHS) & Risk Management

Manage the local office’s strategic business continuity management processes to ensure mitigation of emergency risks including oversight of the dawn raid process.

Promote, enable, role model, communicate and drive accountability of behaviour that encompasses safe and compliant WHS practices in accordance with company legislative obligations and internal WHS policies and procedures.

Comply with local WHS obligations and responsibilities and ensure the office is in line with companies global policies.

Report all incidents, hazards and potential concerns through the appropriate channels and facilitate resolution where applicable.

Other responsibilities

Act as the regional travel lead, ensuring compliance with the firm global policy and liaising with local agents and providing feedback on performance to the global travel lead.

Update and maintain all Belfast office related documents and intranet pages.

Act as a key liaison point for Business services groups and assist with the implementation of new or enhanced processes, tools, and services.

Provide regular updates to the Operations Director and escalate any issues that may impact the day-to-day operations.

Essential Criteria

A proven track record of working as an Office Manager or similar role within a fast-paced professional services environment.

Previous experience of managing a team of PAs in a similar environment

Previous experience of leading, managing and developing high performing teams.

A proven track record of successfully negotiating and managing service contracts.

Demonstrable experience of developing new, innovative concepts or original approaches without guidance from others.

Proven ability to develop and maintain effective working relationships with a wide range of internal and external stakeholders.

Excellent written and oral communication skills. Proven ability to confidently get messages across to senior stakeholders, with clarity, energy, confidence, and enthusiasm.

Demonstrated commercial acumen.

Sound operational management skills.

Strong project management skills.

High level of attention to detail.

Strong problem-solving skills and solutions focus.

Strong written and verbal communication skills.

Demonstrates sound judgement and good decision-making skills.

Copes well with pressure and setbacks.

Deals with ambiguity and adapts to changing circumstances.

Next Steps:
Please submit your application or speak to a specialist consultant from the Abacus team on 0044 (0) 28 9031 3157 for a confidential discussion.
We aim to respond to all inquiries within 4 business hours.
The team at Abacus manages a range of permanent and contract positions throughout Northern Ireland, the UK and the Republic of Ireland.
If you are experienced and/or professionally qualified we can support your job search.
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ABACUS ACTS AS A RECRUITMENT BUSINESS AND CANNOT PROVIDE VISA SPONSORSHIP TO APPLICANTS.
APPROPRIATE UK WORK PERMISSION IS REQUIRED IN ORDER TO APPLY FOR THIS POSITION.

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