Office Services Manager, Hong Kong

The Role

Reporting to the Regional Chief Operating Officer the Office Services Manager oversees the day to day running of the operations of the Hong Kong office including the Practice Support and Office Services Functions.

KEY RESPONSIBILITIES:

• Oversee the Practice Support Function (Practice Support Coordinator (PSC) Document Production and Practice Assistants).
• Support and guide the Legal Support Supervisor to manage PSC  allocations leave cover and workload planning as well as ensuring excellent service provision to legal professionals.
• Responsible for regularly reviewing the legal support service levels suggesting new ways of working and adjusting as appropriate.
• Responsible for the selection and recruitment process for new PSCs.
• Manage the Office Services team who provide front of house catering facilities and administration services across.
• Responsible for managing feedback and addressing performance management issues in line with the Firms policies.
• Manage the day-to-day operation of the office ensuring all facilities services are operational and effective and that the offices provide a safe and comfortable environment for the team to operate within.
• Manage the office procurement strategy policy and process ensuring compliance with global regional and local firm policies.  Ensure updates are applied in line with global procurement systems as appropriate and comply with reporting and audit requirements. 
• Monitor office expenditure and carry out regular reviews of supplier contracts. This includes all provisions from stationery/office supplies to catering provision as well as major corporate suppliers and outsourced providers (e.g. printing storage etc) whilst ensuring compliance with finance and procurement policies and implementing cost reduction strategies where appropriate.
• Oversee local insurance policies and coordinate with global teams to ensure inclusion and compliance to relevant global policies. Ensure timely reporting and renewal of insurance coverage.
• Manage operational aspects of office leases including relationships with building managers and understanding developing and implementing the components of lease operating manuals to ensure compliance with building management regulations.
• Manage and assess office space requirements and oversee the facilities management (including lease compliance) of the office in conjunction with the RCOO.
• Manage and oversee tenancy refits and work with architects contractors and building management as required together with the RCOO and relevant project teams.
• Manage and oversee office / team relocations and ensure continuity of office systems for all staff.
• Maintain office efficiencies by planning and implementing office systems layouts desk allocations and equipment procurement.
• Ensure that appropriate business continuity plans are prepared and maintained and that appropriate risk management processes are in place.
• Actively review the current provision of services and facilities and make recommendation to the RCOO and Office Managing Partner where the potential for improvement is identified. This includes but is not limited to promoting the use of our Hubs for activities that may be more efficiently and cost effectively conducted offshore.
• Prepare environmental and premises reports as are required to be submitted periodically to global teams.
• Engage in cross-functional ad hoc projects as required and requested.
• Understand and be an advocate for the firms responsible business initiatives and activities including active participation in committees that have a direct impact on the facilities aspect of the firms operations.

Qualifications :

Your Experience

• Proven people management skills: interpersonal and team building skills are paramount in this role with the ability to inspire trust with team members at all levels within the firm.
• Practical experience in office administration management as well as management experience preferably in a legal environment.
• Practical experience of managing lease arrangements and obligations and relationships with building managers.
• Project management experience preferably around premises fit out and relocation.
• Enthusiastic confident intelligent with a capacity to deal calmly with complexity and work under pressure.
• Strong analytical and problem-solving skills.
• Ability to operate with minimum supervision and to work cooperatively with all members of the network as required.
• Strong IT skills and awareness and understanding of current technologies.
• Superior communication skills both internally and with clients and stakeholders and strong problem-solving skills.
• Strong organisational skills with a capacity and willingness to cover tasks ranging from complex to routine.
• Good verbal and written communication.

Additional Information :

Equal Opportunities

At Clifford Chance we understand that our true asset is our people. Inclusion is good for our team and their families our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender gender identity and expression marital or civil partnership status race colour national or ethnic origin social or economic background disability religious belief sexual orientation or age.  This applies to recruitment and selection terms and conditions of employment including pay promotion training transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here

#LI-Hybrid

Remote Work :

No

Employment Type :

Full-time