Office Manager
Office Manager
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Job Description
Successful businesses rely on a unique set ofideasandpeople. We help our clients protect and develop those vital assets unlockingpossibilitiesfor future success.
From iconic brands and leading multinationals to pioneering startups we are proud to work with a huge range of inspiring clients helping them to turning their ideas into reality and getting the best from and for their people.
Our people are not only exceptional at what they do they also enjoy doing it and consistently give their best to a firm theyre proud to be part of. This stems from ourfirm cultureand our ethos ofbravery and kindness. That ethos runs through everything we do from our approach to recruitment business practices and DEI activities to the daytoday environment in our office and our relationships with clients.
With an internationally minded team of more than 700 working across key areas of law plus strategic partnerships around the world weve got both the combination and calibre of legal experts it takes to enable our clients businesses to thrive. Whether it is providing global employment law advice managing a global IP portfolio or piecing together a multijurisdictional corporate transaction we are able to have the right people in the right place at the right time.
Consistently topranked amongst our peers for over two decades we advise UK and multinational clients of all sizes with most of our Partners independently rated as leaders in the field. Not only do we have the largest employment team in the UK we have truly global reach as members of Ius Laboris the worlds leading employment law alliance and with our Asia Pacific base in Hong Kong and our Dublin offices. We help clients realise the potential in their people and navigate their strategic HR and legal issues with dedicated specialists in all areas of employment law and a track record of leading precedent setting cases on issues of the day.
The Office Manager will be responsible for the provision of daytoday office activities and operations whilst also providing administrative and secretarial support to the feeearners and wider business teams based in the Belfast office.
Key Responsibilities
- Ensuring fire audits Health and Safety audits Security audits risk assessments and fire drills are completed and recorded appropriately.
- Manage training requirements for both Fire Wardens and First Aid support.
- Liaise with local Belfast vendors for supplies services and subscriptions.
- Project manage office facilities actions from initial review to completion inc. supplier contact costs local/head office communications and follow up.
- Review and communicate office updates to ensure all staff are aware of impacts on office facilities.
- Management of support staff holiday scheduling and authorise office holiday requests.
- Record and process incidents of absence for staff.
- Scheduling internal and external meetings and training / events; ensuring that all arrangements are in place and any required materials and documentation are prepared in good time. This will include setting up internal meetingroom (including catering when requested).
- Oversee the dispatch of mail organising couriers and opening sorting and recording of all incoming mail and the response to or distribution of same as appropriate.
- Ensuring the stationery cupboard is well stocked at all times and ensure timely ordering of same.
- Greet clients and visitors in a helpful and professional manner dealing with queries if able and ensuring messages are taken accurately and dealt with appropriately.
- Proactive approach to ensuring that all administration work is completed on a timely basis by the PA team / Office Assistant using own initiative to preempt matters.
- Responsible for creating and maintaining effective electronic and hard copy filing systems.
- Photocopying and scanning documents and maintaining and creating excel databases as required.
- Various other office and secretarial support responsibilities as required.
Billing/Financial
- Collation of invoices received from local suppliers for locally sourced services (cleaning utilities etc) obtain Partner approval and submitting for processing:
- Support finance team through contract reviews.
- Consider potential cost savings through supplier reviews.
- Support in budget reviews for office spend and control.
- Managing the petty cash float for the office and providing the wider Finance team with regular expenditure summaries.
- Other occasional duties related to finance matters as required.
The successful candidate must have a professional manner and firstclass communication skills. They must be highly organised with excellent administration skills. They will be able to demonstrate a proactive approach to their work and be able to work on their own initiative. They must enjoy working in an involved team environment and be keen to guide and motivate others within the team.
Skills Knowledge and Experience
- Experience covering key aspects of the above criteria (preferably in an international law/professional services firm).
- Proactive and able to work on own initiative without guidance.
- Knowledge of project and / or facilities management.
- Working with multiple suppliers with different services.
- Health and Safety qualification and/or management experience inc. fire safety.
- Confidential and diplomatic approach in dealing with clients and colleagues.
- Proficient in professional communication via phone email and Teams as well as delivering presentations to both external and internal stakeholders. Capable of establishing and maintaining professional working relationships.
- Reliable and trustworthy.
- Experience of working to tight deadlines multitasking and not losing sight of priorities.
- Accurate numerical and accounting skills.
- Experience of using all office equipment (e.g. Photocopiers printers phones computer hardware & software video conference equipment) and being prepared to troubleshoot where necessary given the appropriate support from London Facilities/IT teams (although full training on our systems will be provided).
- Strong team player with a flexible cando attitude.
IT Skills Required
- Proficient IT skills Word Excel Outlook PowerPoint systems although full inhouse training will be provided.
At Lewis Silkin our ethos is simple. We strive to do the best for our clients our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts a variety of points of view that can trigger discussions or deliver innovative results and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work ensuring we provide the best possible service to our clients. We are committed to supporting candidates throughout the recruitment process by supporting anyone who requires adjustments in order to ensure they have the opportunity to perform at their best. All applicants will be considered equally and fairly. If youd like to request any adjustments throughout the recruitment process or would like to discuss flexible working patterns please email the recruitment team in confidence ().
Required Experience:
IC
Employment Type
Full-Time
