Office Operations Manager

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.
Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years.
As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs.
At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.
We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we’re focused on areas of growth that affect every business across the world.
All of this is achieved by supporting the growth of our people, who help us deliver on our ambition – which is to help you achieve yours.
Herbert Smith Freehills Kramer: Your goals. Our ambition
The Opportunity
Primary Objectives
Overall management and responsibility for Office Operations in Belfast (comprised of reception, client meeting room, video conferencing, hospitality and events, day to day building management, facilities management, supplier management, internal office moves, workplace safety, security, business continuity and emergency planning, records management, mail and print room.)
Overall management and responsibility for the Legal Support Services in Belfast (ensuring that the quality and delivery of secretarial services are to a high standard, effective, efficient, and meeting the needs of the business)
Setting of operational budgets and management of financial spend for Office Operations to align with targets.
Coordination and facilitation of operational activities to enable the smooth day-to-day running of the Belfast office and to ensure that high levels of service are provided to all clients, stakeholders and staff.
Oversee the implementation of global or regional operations and facilities initiatives.
Act as a trusted advisor to the Digital Legal Delivery Partners.
Primary Responsibilities
Leadership & Management
Demonstrate leadership and provide direction to the Office Operations and Legal Support teams.
Build a high-performance culture to achieve consistently high staff engagement, and highly effective and motivated teams.
Responsible for all aspects of direct line management including development, performance management, career progression, absence management and where required staff recruitment.
Liaise with the senior management team and internal stakeholders to identify opportunities for ongoing improvement to the Office Operations and Legal Support functions and the performance of both teams.
Regularly meet with internal stakeholders to exchange information, to discuss issues affecting the office and proactively identify opportunities to improve service and efficiency.
Work closely with the Belfast Business Services teams to provide a cohesive approach and optimal support to the Digital Legal Delivery legal team.
Provide advice, identify strategies, and produce and implement plans for improvements for the office and where appropriate, the firm.
Directly contribute to local, regional or global strategic projects, typically as the Belfast representative and local subject matter expert.
Promote, implement and manage new and existing initiatives and firm wide projects.
Collaborate with other office managers globally to work together to improve overall operations.
Legal Support
Overall responsibility for the recruitment, retention and development of the Practice Executives and Assistants to ensure the quality and consistency of services provided to the legal team and clients is efficient, effective and meets the need of the Practice Groups
Manage resources and allocate or re-distribute work to ensure administrative capability is both optimised and available to support the practice groups in their delivery to clients.
Monitor and maintain the quality and consistency of services provided and identify and progress opportunities for improvement.
Manage the practice group(s) PE ratios in line with global practice and Firm targets / guidelines.
Develop and maintain good relationships with the Partners and Senior Managers and be recognised and respected by the lawyers within the practice group(s).
Office Operations
Manage the office operations team to ensure operational excellence for all client services functions, including reception, meeting room management, video conferencing facilitation, client hospitality, events and office visits. Seek to enhance and improve these services.
Provide the office with high quality facilities, equipment and office services that enable staff to work seamlessly on delivering client outcomes.
Manage all third-party contracts related to the running of the office, including cleaning, maintenance, stationery supplies, couriers, transportation, external catering, events and functions, and responsibility for associated invoices.
Manage the relationship with the landlord and/or his agent to ensure that the building services provided such as security, mechanical and electrical services, HVAC (heating, ventilation and air conditioning) meet the needs of the firm
Manage business insurance, insurance budget and renewals liaising with London as required.
Manage and report on the office's environmental performance including energy management and recycling.
Assess the use of office space, organise office moves and ensure the space is utilised effectively to accommodate the office's continued growth.
Responsibility for the Office Operations budget, managing costs and tracking spend to budget and reporting on any variances.
Events
Working closely with the Belfast Office Networks, the Practice Management team and the Partners, take ownership and responsibility for the successful running and coordination of office wide events including the organisation and preparation of Town Halls
Work with the Partners and Practice Management to ensure that events have strategic oversight and deliver return on investment.
Premises
Working with the Corporate Real Estate Management team to support operational lease management for local office including ensuring sufficient notice periods for options, renewals and rent increases are met.
Liaise with key stakeholders and experts on key property initiatives and projects.
Manage physical security, office improvement or maintenance projects.
Business Continuity, Workplace Health & Safety (WHS) & Risk Management
Manage the local office’s strategic business continuity management processes to ensure mitigation of emergency risks including oversight of the dawn raid process.
Promote, enable, role model, communicate and drive accountability of behaviour that encompasses safe and compliant WHS practices in accordance with Herbert Smith Freehills Kramer’s legislative obligations and internal WHS policies and procedures.
Comply with local WHS obligations and responsibilities and ensure the office is in line with HSF Kramer global policies.
Report all incidents, hazards and potential concerns through the appropriate channels and facilitate resolution where applicable.
Other responsibilities
Act as the regional travel lead, ensuring compliance with the firm global policy and liaising with local agents and providing feedback on performance to the global travel lead.
Update and maintain all Belfast office related documents and intranet pages.
Act as a key liaison point for Business services groups and assist with the implementation of new or enhanced processes, tools and services.
Provide regular updates to the Operations Director and escalate any issues that may impact the day-to-day operations.
NB: Some aspects of this role will require availability outside of normal working hours.
The responsibilities outlined above cannot totally encompass or define all tasks that may be required of the post-holder. The outline of responsibilities given above may, therefore, vary from time to time without materially changing either the character or level of responsibility or grade.
Key Performance Indicators
Seen as a role model for professional conduct and adherence to the firm’s Business Services Managers competencies.
Considered as a trusted advisor by the Digital Legal Delivery Partners and the Belfast Senior management team
Manages team resourcing efficiently and effectively, and to set budgets targets.
The OO and Legal Support teams are of a high calibre, engaged and motivated and providing a service that meets the needs of the business.
Trusted to deal with issues sensitively, discreetly and is considerate of balancing the needs of the individual and the Firm in their decision making.
A reputation amongst Business Services groups for being an effective communicator who focuses on the needs and interests of others by working with them to achieve positive outcome