Operations Manager - Paris

Ashurst; Paris; Sur place; EUR 50 000 - 70 000; Plein temps

Résumé du poste

A leading global law firm is seeking an Operations Manager to oversee their Paris Office. The role includes managing office services, vendor relationships, and process improvements while ensuring compliance with health and safety regulations. Ideal candidates will possess strong leadership skills and a background in legal operations.

Qualifications

• Minimum 3-5 years of office services experience in a professional services environment.
• Experience in legal operations or administration.
• Strong understanding of legal software and case management systems.

Responsabilités

• Manage office maintenance and vendor relationships.
• Assist with new employee onboarding and workstations setup.
• Lead process improvement projects within the legal department.

Connaissances

Leadership

Project Management

Communication

Problem Solving

Technical Proficiency

Formation

Bachelor's degree in business administration, law, or a related field

Outils

Microsoft Office

Description du poste

Ashurst is a leading global law firm with a history spanning over 200 years, and a clear strategy for our future growth. Our in-depth understanding of our clients and commitment to providing exceptional standards of service have seen us become a trusted adviser to local and global corporates, financial institutions, and governments in all areas of commercial law. To find out more, please visit .

Fostering an environment that is welcoming, inclusive, and respectful of all backgrounds and perspectives is the cornerstone of our values and the foundation of our success. To find out more about our Inclusion, Diversity, and Belonging strategy, please visit .

Department / Role Overview :

The Operations Manager will support the Paris Office, reporting to the Director of Operations for UK / EMEA / US, with close collaboration with the Global Workplace team.

The role encompasses the Line Management responsibility for the Legal Support teams, the Reception, and Facilities & Printing teams, all workplace matters related to the building, maintenance, and leases, and day-to-day Facilities Management for the office.

Main missions :

• Collaborate closely with Partners and other Business Services departments to tackle and resolve challenging business problems.
• Develop comprehensive strategies with a strong focus on execution, acting as a project manager who brings ideas to fruition.
• Manage multiple cross-departmental work streams simultaneously, ensuring seamless collaboration and execution across teams
• Establish new processes and negotiate with third-party vendors to develop essential tooling, often starting from the ground up.
• Serve as a business partner, facilitating communication and fostering synergy between teams.

Scope of responsibilities :

• Office Maintenance : Ensure the Paris office space remains fully functional, including HVAC, Security, Lighting, office cleaning, etc.
• Vendor Management : Manage contracted services and vendor relationships, including competitive tender negotiations and performance monitoring.
• Inventory Management : Supervise management of the inventory and orders of office and kitchen supplies.
• Mail and Deliveries : Supervise handling of all mail, packages, and deliveries, including processing and distributing incoming mail and coordinating mail services (UPS, USPS, FedEx, etc.).
• Onboarding Support : Assist with the onboarding of new employees, including supervising setting up workstations, arranging building and office passes, scheduling welcome / induction events, and updating seating plans.
• Equipment Management : Ensure all office equipment (copiers, printers) is functioning and well-equipped for use; partner with the IT department for any necessary service requests.
• Employee Requests : Respond to office / facilities-related employee requests in a timely manner.
• Meeting Support : Supervise maintenance of conference rooms and manage the set-up and break-down of meetings, conferences, and events.
• Coordinate Visitors and Office Guests : Supervise coordination of visitors and guests to the office (from other Ashurst offices, clients, vendors, etc.).
• Building Liaison : Coordinate with building management for visitor security, maintenance, and other building-related matters.
• Lease Management : Liaise with landlords and support lease negotiations for extensions / renewals in conjunction with the Workplace Operations team.
• Health and Safety Compliance and Security : Work closely with the Global Health and Safety and Security representatives to ensure compliance with French Health and Safety regulations and Ashurst global standards.

Managerial Responsibilities :

• Legal Support Team : Oversee the Legal Support team, including 2 coordinators / assistants and 12 Practice Executives, regarding absence, attendance, ongoing performance management, and salary reviews.
• Reception Team : Manage the Reception team, including 1 team leader and 2 hosts.
• Facilities & Printing Team : Supervise the Facilities & Printing team, including 1 project manager and 2 agents.

Governance Responsibilities

• Formulate and manage the annual expenditure budget in conjunction with the Finance team, including signatory responsibility for invoices.
• Ensure vendors are set up and invoices paid in a timely manner.
• Manage the French ESG program in accordance with Ashurst global standards, including waste and energy management.
• Business Continuity : Act as a key contact for the business continuity plan, including personnel communication and physical office requirements, i.e., Fire Warden.
• Insurance Liaison : Coordinate with central Operations and Finance teams on general insurance cover and local insurance requirements.
• Policy Implementation : Support the implementation of internal policies and lead local processes and compliance where appropriate.
• Event Logistics : Coordinate and support the logistics of internal and external events, including client receptions, holiday parties, and hiring events.
• Space Planning : Work with the workplace team to ensure efficient space allocations using Agile Quest and other platforms accordingly.
• Corporate Reporting : Maintain a list of office incidents (such as thefts, security breaches, physical damage to the office, power outages) for annual reporting to the Office of General Counsel.

Project Management and Process Improvement

• Lead projects focused on process review, continuous improvement, and workflow optimization.
• Develop and implement efficient processes for the legal department to manage operations and mitigate costs whilst providing strong support and assistance to the Partners and legal teams.
• Coordinate with other departments to ensure compliance with internal policies and legal requirements.

Qualifications :

• Education : Bachelor's degree in business administration, law, or a related field.
• Experience : Minimum 3-5 years of office services experience in a professional services environment, preferably in legal or professional services.
• Legal Operations Experience : Experience in legal operations, legal administration, or a related field.
• Technical Proficiency : Strong understanding of legal software and case management systems.

Skills :

• Proven ability to drive and manage change within professional environments
• Demonstrates resilience and adaptability in the face of challenges
• Creative thinker with a strong track record of generating innovative solutions
• Proactive in identifying opportunities for improvement and implementing effective changes
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Excellent organizational and project management skills.
• Ability to work under pressure and meet deadlines.
• Proficient in Microsoft Office and legal technology applications.
• Ability to work cooperatively and flexibly with partners, associates, other business services managers and teams, firm members in non-French offices, and other varied team of people.
• Leadership : Proven leadership experience and ability to manage multiple priorities in a fast-paced environment.

This role is designed for a leader who can inspire and develop the entire team, ensuring that the firm's processes are efficient, cost-effective, and aligned with its strategic goals.