Office Manager @ Global Company

-The Office Managing Partner (OMP) is responsible for the provision of a highquality and cost-efficient working environment that allows the partners and fee earners of the practices operating in that office to pursue the firm's strategy in this chosen market.

-The Office Manager (OM) supports the OMP by managing the physical environment of the office, leading the office services function and coordinating the support staff activities in the office to ensure that the operational side of the business runs smoothly and efficiently. 

-SPECIFIC RESPONSIBILITIES AND TASKS WILL INCLUDE:

OFFICE SERVICES

• Lead the general office services team including reception staff and an administrator / dispatch officer 
• Personnel leadership, recruitment and evaluation
• Budget responsibility for office service staff (e.g. library, reception, messenger, etc.)

Local Disaster Recovery Planning 

SKILLS AND EXPERIENCE 

•Excellent written and oral communication skills in English and in Japanese, as well as cultural awareness (Western/Japanese) 

•Ability to manage, coach and motivate teams

•Ability to build strong relationships and networks

•Ability to exert influence across functions and practices without direct management responsibility

•IT literate – especially in MS Excel

•Ability to lead a team and address potential conflict situations in a suitable manner

• Organisation of travel services, including contracts with travel agencies and travel providers  

FACILITY MANAGEMENT

• Responsibility for ongoing premises management, lease administration, space planning, fit-out, repairs
• Key contact for future space planning
• Management of external service providers, including tendering for and monitoring of service provision
• Management of internal (or external) office moves
• Responsible for overseeing room and facilities setup for office/BD events and outsourcing where necessary
• Organisation and quality management of office security, cleaning, supplies, etc. 
• Responsible for the budget for facility related costs
• Key contact for emergency evacuation procedures; ensuring compliance with regulatory requirements and appointing fire wardens, coordinating training etc.
• Key contact Health & Safety within the office.
• Administration support of any locally provided accommodation to lawyers (company flats, furnished flats for secondees, etc.).

SECRETARIAL SERVICES

• Coordinate the secretarial team with individual secretaries reporting to assigned partners/team secretarial leaders
• Recruitment of new secretarial staff
• Ensure that evaluations are performed in line with policies
• Direct management of any evening secretarial resource

OTHERS

• Ensure effective communication between functions (e.g. FIN, IT, HR, BD) in the office, including regular meetings of local functional managers
• Overall process optimisation
• Ensure proper communication with regards to non-legal staff