Office Manager

Our client has begun a fresh search to find an experienced professional services Office Manager who has a minimum of 5 years in Office Management AND working in the region. You will lead the business services team of a fast-growing international law firm’s office in Dubai.

Remit:

Oversee activities of the Dubai office to ensure the provision of high-quality services and an efficient, safe, and attractive working environment that allows the Firm's attorneys, staff, clients, and visitors to function at optimal levels. Supervises and works collaboratively with the local business services staff including legal secretaries, receptionist, and office services assistant to provide support to attorneys of the office.

Essential Job Functions – Administrative

Supports the office managing partner’s day-to-day management responsibility of the Dubai office, and in conjunction with the Director of International Operations and various business services support functions throughout the Firm, assists in the implementation of overall strategies and actively participates in the development, interpretation, administration, and communication of office and Firm policies and procedures.

1. Together with the Director of International Operations prepares the annual office operating budget and participates in quarterly expense reviews.
2. Manages the Dubai office’s vendors, including vendor onboarding, supervision, and billing.
3. Reviews and approves outside vendor bills, lease invoices, office equipment, and furniture bills.
4. Maintains and manages the process for all partner and employee residency and immigration applications, DIFC court admissions, Dubai Legal Affairs Department registrations, track CLPD courses for all legal consultants and coordinate internal accredited CLPD training.
5. Work closely with the London HR department to coordinate relocations for new joiners, ensuring a smooth transition to the Dubai office.
6. Foster a positive office culture by organizing events and initiatives that strengthen team engagement.
7. Organizes, prioritizes, and delegates assignments, to ensure collaborative efforts result in meeting or exceeding goals and standards.
8. Motivates others to attain their highest levels of achievement, productivity, and work satisfaction.
9. Coordinates all staffing requirements for the office and makes recommendations across all functional areas.
10. Coordinates daily office and secretarial assignments to ensure adequate staffing coverage.
11. Utilizes secretaries and floaters to provide coverage for absences including coverage for visiting attorneys.
12. When necessary, facilitates evening overtime coverage by communicating requests to secretaries, and covering overtime.
13. Coordinate matters relating to conference services including conference room bookings and visitor offices set up.
14. Coordinates the business services staff performance evaluation in conjunction with the London office HR Department.
15. Provides supplemental on-the-job training, assistance, and orientation, as needed, to newly hired business services staff, newly assigned secretaries.
16. Acts as a primary liaison between and among lawyers/paralegals, assigned secretaries, and firm management.
17. Participates in meetings with the London Managerial team and/or the Director of International Operations.
18. Takes a proactive role in developing and implementing Firm projects, policies, and procedures, and in assisting and coordinating with other departments.
19. Takes the lead in cultivating and maintaining teamwork, high morale, and a productive, equitable, and pleasant work environment.
20. Assists with matters relating to Accounting and IT if needed.
21. Monitors adherence to Firm policies and procedures.
22. Escalates complex and/or sensitive issues to HR as appropriate.
23. Maintains communication with the Director of International Human Resources and when possible counsels staff as needed.
24. In collaboration with the London HR Department, monitors, maintains, processes, and approves vacation requests, weekly attendance records, and overtime.
25. In collaboration with Director of International Operations, manages a variety of facilities and operations areas which may include: telephone/reception, conference services, records, support services, building facilities, construction, maintenance, and security, reprographics, and audio/video.
26. Acts as a liaison with building management and service vendors providing a broad range of facilities and operations related services to the Firm.
27. Ensures the provision of high quality and cost-effective facilities maintenance and cleaning services to the Firm.
28. In conjunction with the Director of International Operations, manages, communicates, and enforces office security, safety, and emergency systems, procedures, vendors, and service agreements.
29. Where applicable coordinates, monitors, and updates emergency medical disaster recovery programs, and all related policies and procedures.
30. Acts as liaison between the Firm and all emergency and medical supply and service vendors.
31. Ensure office operates in compliance with local regulations and industry standards, mitigating operational risks.
32. Works in conjunction with the Director of International Operations to ensure appropriate coordination and communication of facilities and operations activities.
33. Participates in the development of policies and procedures for facilities and operations areas; implements and enforces policies and procedures to promote and ensure Firmwide standardization and ensure a safe and productive working environment.
34. Assumes additional responsibilities as requested.

Qualifications:

We need someone who is an absolute dynamo, people person, diplomatic, and hard working. As Office Manager, you are an ambassador to not only the firm but the staff and they will look to you to set the tone of a positive work environment.

• MUST have a solid work history. No job hopping.
• Minimum of 5 years’ experience in a management role, including supervising a team in a partnership environment.
• Excellent English language skills. Other languages are a plus.
• Previous management experience, preferably in a partnership environment.
• Excellent project management, organizational, analytical, and problem-solving skills; ability to delegate and manage resources effectively.
• Excellent communications and interpersonal skills; flexible; strong customer service orientation towards internal and external clients; proven ability to interact with all levels of management, staff, and external entities in a highly effective and professional manner.
• Proficient personal computer skills and knowledge of firm software including word processing, spreadsheet, database, time and attendance, desktop publishing, and organisational/project planning software applications.
• Leadership qualities with a proven track record of enabling and empowering a team in a collaborative work environment.
• Prior experience at law firms in Dubai or working with relevant regulators is a plus.