Office Manager

Role: Office Manager

Reporting Line: Director of Administration & Head of Office

Requirements & Personal Attributes:

Essential

• At least 3 years’ management or senior administrator experience in a corporate or other significant legal/professional service provider.
• Demonstrated experience in planning creative solutions to handle or manage complex administrative issues
• Demonstrated IT skills, including working with document management systems.
• Strong interpersonal and communication skills, including impeccable oral and written communication skills.
• Outstanding skills in organisation, research, analysis, problem solving and time management.
• Demonstrated ability to work under pressure and meet deadlines
• Leadership skills and ability to work autonomously and as part of a team.
• High level observance of confidentiality, judgment and discretion.
• Fluent English
• Arabic desirable, not essential

Desirable

• Previous experience in the Doha, Qatar.
• Experience with the operational functions of HR, IT, Finance and Marketing and Finance processes in a professional firm

Primary Job Purpose:

Office Manager is responsible for all aspects of the office operations and to ensure they are run smoothly and efficiently. Working in close collaboration with the Head of Office and the Director of Administration, Office Manager serves as an administrative liaison between the Head Office and different internal and external stakeholders, while being responsible for monitoring, evaluating and implementing the Firm’s strategic objectives and vision.
The role requires a business-minded, service-oriented professional who understands and will promote the office objectives, services, and will form fundamental part of the enhancement and innovative ideas of the current operations and procedures. The role is client and employee facing with the responsibility of dealing with clients (internal & external), staff, suppliers and consultants.
The successful candidate must be a self-starter, creative problem solver and a team player who is collaborative, yet comfortable making decisions. Fluent in oral and written communication skills, service delivery oriented, proactive, with a “can do” attitude, are a few essential attributes. The ideal candidate also thrives on meeting challenges in a demanding environment.

Duties & Responsibilities:

The Office Manager’s core responsibilities include but are not limited to:

• Overseeing and controlling the daily operations of the office, including managing and coordinating workstations, parking allocation, security access cards and general supplies for the office, such as stationery, kitchen provisions, and equipment needed for the office operational activities. (Administration)
• Preparing key messages and drafting communications to be shared with the office staff and different stakeholders. (All Business Services Units)
• Collaborating with the Head of Office (HOO) on making recommendations to changes in the procedures and services in order to increase efficiency and ensure continuous operational improvement. (All Business Services Units)
• Adhere to the company policy on a green and sustainable environment by reducing waste of paper, electricity, minimizing single use plastic, etc.
• Coordinating the office’s day- to- day operational activities with the HOO and Director of Administration, acting as a liaison between vendors, clients, support and business functions when required. (Administration).
• Ensure all SLA’s (Service Level Agreements) are compliant with Data Protection and saved in DMS (Epona).
• Managing Reception and Administration team shifts, to ensure adequate cover at all times and the provision of a consistent and excellent customer service. (Administration).
• Assisting in pre-event preparation with the Marketing Department, including managing booking, arranging travel, memberships and conference / seminar registrations, transport and accommodation in coordination with Travel Help Desk. (Marketing + Administration + HR)
• Assisting in administrative and training related matters during the Life Cycle of Employment for office staff in coordination with the HR Manager/Senior Manager in the office.
• Collaborates with the HOO to identify, prepare and make recommendations on Business Development opportunities. (Marketing)
• Supervising, training and monitoring the office Administration and Professional Service staff to ensure delivery of excellent customer service to internal and external clients. (Administration)
• Identifying and acting on opportunities to improve the efficient and correct use of IT available resources in the office and guiding staff to ensure the compliance with the firm’s IT policies and best practice guides for the office (in coordination with the responsible IT heads). (IT)
• Deals with office maintenance requirements in coordination with the Facilities Manager. (Administration)
• Supports the HOO and Director of Administration with the budgeting process, ensuring that required operational resources are included in the office budget. (Administration & Finance)
• Liaises with various departments and the HOO to ensure that time recording and billing deadlines for the office are met. (Finance)
• Ensures that all matter-related documents are filed on Document Management System.
• Prompting lawyers to consistently contribute to the Knowledge Bank.
• Supervising, managing and training Secretaries in coordination with the Secretarial Services Manager to ensure that resources are allocated to provide excellent and reliable sercretarial support to the Fee Earners. (Secretarial Services)
• In collaboration with the HOO monitors and manages compliance and regulatory issues and changes impacting the office operations and clients. (Group Compliance)
• Ensuring office staff are adhering to firm policies. (Group Compliance)
• Escalate any complaints, data breaches and instances of non-compliance with firm policies or procedures to the Chief Risk & Compliance Officer. (Group Compliance)
• Ensuring all staff complete and submit the Annual Declaration for Compliance with firm policies. (Group Compliance)
• Maintain training records and ensure mandatory training completion by all office staff. (Group Compliance)
• Liaising with the Group Compliance department to review and provide office related information for the renewal of office insurance policies. (Group Compliance)
• Ensure onboarding documentation is collected for new vendors, including any required due diligence forms or contracts. (Group Compliance)
• Regularly updating the office information (license numbers and certificates) within the Group Compliance Client Information Request document. (Group Compliance).
• Collaborates with the Head of Office to coordinate Cross-Selling and Cross-Training meetings and trainings to support knowledge sharing between the lawyers and the office practices. (Marketing + Knowledge Management)
• Safeguards the safe box containing any office valuables
• Administers and processes all Petty Cash transactions within the parameters of the firm’s Finance Department policies and procedures. Maintains the Petty Cash float. Prepares Reimbursement Claims on a weekly basis (when and where required). (Finance)
• Manage recruitment, onboarding, performance reviews, and staff engagement initiatives for secretarial and admin teams in coordination with HR BP (HR & Recruitment).
• Oversee secretarial teams, ensure compliance with office KPIs, and coordinate administrative and financial responsibilities. (Operations & Office Management)
• Assist in organizing internal staff events, client-facing events, and gifting activities to enhance engagement and client relations (Business Development & Events).
• Actively being involved in the collections and taking the necessary actions to meet targets and improve office collection (Collections Management- Finance)
• Coordinate CSR events, encourage team participation, and manage volunteer programs and charity initiatives as outlined by the CSR Committee (CSR & Community Engagement).
• Ensure adherence to sustainability policies and meet ISO audit requirements, including but not limited to First Aid and Fire Warden training (ISO Certification Compliance).

Relationships:

• Director of Administration
• Head of Office
• Chief Operating Officer
• Business Services Chiefs
• Heads of Departments
• Fee Earners
• Internal Clients
• External Clients
• Business Services Support (Administration, HR, Finance, Marketing, Group Compliance, IT, Knowledge Management, Secretaries)

Diversity, Equity & Inclusion:

Essential to our success as a Professional Organization is our ability to attract and retain the best talent from a diverse range of backgrounds. We are committed to a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.

We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved.
Al Tamimi & Company is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability.