Office Manager

ABOUT US

Bird & Bird is an international law firm, with a rare and invaluable grasp of strategic commercial issues. We combine exceptional legal expertise with deep industry knowledge and refreshingly creative thinking, to help clients achieve their commercial goals. We have over 1,700 lawyers in 32 offices across Europe, US, the Middle East, and Asia Pacific, as well as close ties with firms in other parts of the world. If you want to find out more, visit www.twobirds.com.

The firm offer excellent prospects for progression and our culture provides all our people with world-class support to achieve their ambitions and goals.

OUR PROMISE

Bird & Bird is committed to maintaining an inclusive work environment. IT is the policy of Bird & Bird to consider all candidates fairly, regardless of race, sexual orientation, religion or belief, pregnancy and maternity, marriage and civil partnership, gender reassignment, age or disability.

We are a disability, neurodiversity and mental health inclusive employer and want to ensure that candidates have a barrier-free recruitment experience. If you need adjustments for any of your interviews or assessments, please contact us for confidential advice.

ROLE

The role of the Office Manager is to ensure that the admin support function and office operations for the Hong Kong office run smoothy at all times. The role will work closely with all Partners and Managers of the Firm. 
They will be responsible for the day-to-day delivery of the high level of office operations support and guidance, and delivery of global projects including compliance of Information Security and Data Protection in line with our requirements under ISO Accreditation 27001 for Hong Kong office.

The role is also responsible for Information Security and Data Protection in line with our requirements under ISO Accreditation 27001 for the Hong Kong office.

SCOPE OF ROLE

The role is reports to the Head of Mainland China who is based in Hong Kong office and will maintain confidentiality in all situations that require it. This role supports the Hong Kong office (approx. 120 people), plus client visitors and international colleagues.

This role in has a responsibility for Information Security & Data Protection under the ISO accreditation 27001.

DUTIES & RESPONSIBILITIES

This role is the primary manager for Facilities Officer, Receptionist, Office Assistants and Tea Ladies and may delegate the tasks set out as appropriate but holds ultimate accountability for delivery of outcomes.

General Office Management
• Handle renewal of general office insurance for Hong Kong and China offices
• Ensure the firm’s letterhead and Associate’s business card are compliance to the guideline from the HK Law Society
• Ensure the operations of the firm is accordance with ISO requirements 
• Update and renewal all firm memberships
• Establish standards and procedures by designing and implementing respective office policies
• Liaison with external vendors, organizations and groups
• Maintain and replenish inventory including stationeries and pantry refreshments 
• Office cleaning services coordination, e.g. telephones, computer equipment and pest control
• Manage office gardening
• Maintain a clean and tidy working environment by setting up workstation for new joiners/visitors and tidying up after leavers/visitors left
• Aid as the point of contact with the property management office 
• Aid in the office renovation project when the need arises

Facilities Management
• Ensure physical security of the office building is maintained via appropriate access control and notifying building management immediately if lost/stolen cards are reported and ordering new cards as needed
• Maintain access card, key number in records
• Ensure spare passes are in place and it assigned to visitors and tradesmen entering our office floors. 
• Liaise with project manager when office renovations are in progress and notify employees and partners are needed. 
• Ensure necessary precautions when adverse weather conditions arise, such as ensure outdoor furniture is adequately protected
• Responsible for Occupational Safety and Health for Hong Kong office and maintain OSH policy   
• Responsible for ensuring an adequate number of fire wardens, fire aid officers across all office levels, and ensure their certificates are renewed
• Responsible for induction walk throughs are showing new starters where the WIP phone, fire escape, first aid box and emergency evacuation points are located.
• Responsible for maintaining the cleanliness of all equipment in the pantries and common areas, including coffee machines, dishwasher, microwaves, fridges and oven.
• Office equipment maintenance and procurement, e.g. printers, water dispensers, coffee machine, telephone set, toners, furniture, etc.
• Managing the cleanliness proactively walking through all bathrooms each day 
• Familiar with ‘Code of Practice for the provision of Means of Escape in Case of Fire’ of Building Authority of Hong Kong
• Responsible for the rooftop management e.g. secure objects during severe weather conditions, ensure cleanliness

Deliver Client Services
• Be the primary backup for daily reception duty 
• Maintain daily out list and distribute daily
• Assign and maintain the reception roster, planning cover for absence with the assistance of secretaries
• Plan and manage office admin budget including messengers' travel expenses 
• Review and establish best practices to ensure a seamless delivery of front desk services
• Supervise front desk services including managing conference room reservations, handling enquires, incoming faxes/mails, etc.
• Supervise venue setup for in-house functions and assist in beverages arrangement when necessary
Transportation, Travel & Accommodation
• Maintain corporate hotel accounts
• Arrange flights and accommodation for overseas visitors
• Responsible for organising and liaising with travel agent
• Collaborate with UK team for travel policy
• Responsible for organising accommodation for all visitors to Hong Kong with our corporate hotels/ discounted rate
• Responsible for staying ahead of any changes to the online portal for domestic travel and arranging training sessions for the office team as required. 
• Limousine or van rental service coordination
Events and Catering
• Organise and coordinate office events and work with other departments to provide necessary support services when necessary, e.g. client seminars and in-house trainings 
• Manage and coordinate internal annual Firm events, such as annual dinner, Lion dance during CNY, Summer Fun and Halloween party
• Ensure meeting rooms are booked for internal and external meetings and events, collaboration with IT for tech and room set up.
• Proactively identify whether catering is required/ requested and organise as appropriate and, ensure costing to correct budget.

Document Management
• Supervise office services including mailing, document delivery and record keeping 
• Design and maintain filing systems
• Ensure protection and security of files and records 
• Assist in handling file transfer for fee earners when necessary
• Administer offsite storage and record keeping

Library and Subscriptions
• Ensure loose leaf updates are current
• Define order procedures for record retention
• Ensure the library list are maintained and up to date 
• Administer subscriptions and renewal of online legal information services
• Organise training session of our subscriptions such as Thomson Reuters, Lexis Nexis, CCH, Practical law to ensure new users receive training. Review users for subscription and maintain an up-to-date user account. 
Managing Office Administration team
• Supervise office staff including receptionist, General offices’ staff and tea lady to ensure teamwork and maintain a high standard of client servicing level
• Manage resourcing by recruiting, selecting and training office staff
• Conduct staff performance review
• Provide guidance and support to the team
Secretarial allocation 
• Liaise with different partners and secretaries for secretarial cover 
• Manage secretary movement together with HR
 

SKILLS AND ATTRIBUTES

People and team working
• People and performance management experience is essential; the ability and willingness to share best practice knowledge and experience is a key success factor

Leadership
• A self-starter who is highly motivated; able to demonstrate innovative methods of developing others; able to delegate effectively; flexible and innovative with work practices; willing to drive own personal development initiatives.

Power of Communication
• Strong interpersonal skills; actively seek to improve lines of communication internally and externally to the department; works with other managers and partners to promote a ‘one team ethos
Judgement and decision making.
• Demonstrate integrity and professionalism; willingness to accept accountability for areas of direct control; the ability to assess and understand the wider impact of actions.

Client Focus and Service Delivery
• A strong sense of clients’ needs and the ability to tailor central best practice approach to suit a wider range of supply and demand issues.

Technical and Professional Qualifications
• Previous people management experience in a professional services environment is desirable; able to demonstrate a deep understanding of current practice management trends and requirements and willingness to continuously develop own role to improve service delivery to clients and colleagues; highly computer literate and able to be flexible in approach. 
• Good spoken and written communication in English and Chinese (Cantonese and Mandarin) .