Operations Manager

Purpose

• This role is responsible for the effective development, implementation and management of operations in the office in accordance with the firm’s standards and ensuring they satisfy local statutory requirements.
• To lead and coach other members of the GO team to develop their knowledge, skills and competence.
• To provide guidance on best practice across the team.
• To monitor and drive forward global and regional best practice initiatives and make recommendations for change as required.

Key responsibilities

1. Office Administration

• Responsible for the smooth and efficient running and delivery of all Operations functions in the office in such a way as to meet the requirements of the partners and staff based in that office, and of the clients of the firm served by the office;
• Supplier and third-party relationships for all Operations functions (including commercial negotiations, agreement and review of service levels, escalation and resolution of problems relating to goods or services supplied, relations with public authorities, landlord(s), sub-tenant(s), other occupier, etc)

Responsible for the office’s international Operations’ obligations, including: -

• ensure that the office implements and complies with the firm’s agreed global and regional Operations’ standards, policies and procedures;
• promote co-operation between and the firm’s other offices worldwide; and
• provide management reports and information regarding the Operations functions
• Facilities/premises management including building services, procurement of office supplies, furniture and equipment
• Contract review or liaison with external contractors, including building contractors, cleaners, couriers, landline/mobile phone service providers, travel agents, air carriers, hotels, serviced apartments, document storage company
• Oversee and administer general insurances (property all risks, business interruption, money, public liability, employees’ compensation, computer all risks, household package and fidelity guarantee)
• Oversee and monitor operational services (reception, general office, catering, and other general support services)

2. Compliance (Policies & Procedures)

• Office operations policies & procedures management (including complying to global standards, policies and procedures).
• Manage all health & safety activities within the office.
• Manage all security and office emergency procedures, including business continuity planning, within the office.

3.       Budgeting and Business Planning

• Business planning and budgeting for Operations and monitoring actual spend to budget and reforecast
• Resource and headcount planning for Operations and secretarial resources
• Space planning for the office

4. Secretarial Services Team

• Active involvement in management of the Secretarial Services Team and Document Centre to ensure agreed KPIs are met and reassessed as appropriate
• Develop and implement best practices across the Secretarial Services Team and Document Centre; and instill a culture of continuous improvement
• Be the point of escalation for operational and team issues
• Work with the HR Team to drive any resourcing requirements within the Secretarial Services Team and Document Centre

5. People

- Leadership and co-ordination of operations and the secretarial services team including:

• providing advice, guidance, training and support in all aspects of their roles
• co-ordination of regional teams where appropriate
• initiating and implementation of best practice initiatives and make recommendations for change as required

Line management responsibility for the staff working in:

• general office
• front of house (reception and catering)
• Secretarial Services Team

- This includes ensuring the recruitment, development, feedback and assessment of all the above staff.

- Resource planning and allocation of staff.

Additional Job Description

Character

• Professional, approachable
• Strong organizational skills, detail-oriented
• Proactive approach with ability to remain calm and focused under pressure or tight deadlines
• Strong communication skills, both oral and written
• Committed and determined, with a can-do attitude
• Strong team player

Education / Qualification

• Degree (or equivalent)

Language

• Fluency in both oral and written English
• Good presentation skills

Skills/Practical Experience

• Minimum 7 years of experience in an Office Administration and/or Operations role within professional services
• Experience in managing and supervising sizable teams and working with senior stakeholders
• Ability to challenge existing procedures and policies
• Strong MS Office skills and good overall IT literacy

Technical Skills:

This list of duties and responsibilities above is not exhaustive.  It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.