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Office Operations Manager

2 months ago

Belfast, United Kingdom Herbert Smith Freehills Full time

About Herbert Smith Freehills

We are a leading law firm that advises top organizations globally. Our team of 5,000 professionals, including 3,100 lawyers and 2,000 business services professionals, operates from offices worldwide. We provide premium legal advice and strive to create a work environment where high performance is expected, and rewards and opportunities are tailored to individual goals.

The Opportunity

We are seeking an experienced Office Operations Manager to lead our Belfast office. The successful candidate will be responsible for managing the office operations team, ensuring operational excellence, and providing high-quality facilities and services to staff. Key responsibilities include:

  • Leading the office operations team to achieve consistently high staff engagement and motivated teams.
  • Managing the office budget, tracking spend, and reporting on variances.
  • Coordinating office-wide events, including Town Halls, and working with the Practice Management team to ensure strategic oversight.
  • Managing physical security, office improvement, and maintenance projects.
  • Overseeing the office's environmental performance, including energy management and recycling.
  • Assessing office space usage, organizing office moves, and ensuring effective space utilization.
  • Managing third-party contracts, including cleaning, maintenance, and stationery supplies.
  • Working with the Corporate Real Estate Management team to support operational lease management.
  • Managing the office's business continuity management processes, including emergency risk mitigation.
  • Complying with local WHS obligations and ensuring the office is in line with HSF global policies.

Key Performance Indicators

The successful candidate will be measured on their ability to:

  • Be a role model for professional conduct and adherence to the firm's Business Services Managers competencies.
  • Be considered a trusted advisor by the Digital Legal Delivery Partners and the Belfast Senior management team.
  • Manage team resourcing efficiently and effectively, and set budgets targets.
  • Ensure the OO and Legal Support teams are of high calibre, engaged, and motivated, providing a service that meets the needs of the business.
  • Be trusted to deal with issues sensitively, discreetly, and considerately of balancing individual and firm needs.
  • Build a reputation for being an effective communicator who focuses on the needs and interests of others.
  • Actively participate in the firm's annual performance review process, including goal setting activities.
  • Effectively manage competing priorities through strong organization skills, prioritization, and delegation.
  • Work autonomously and proactively with minimal supervision or guidance.
  • Be open to change and willing to accept new ways of working, processes, and systems.
  • Lead by example and build the confidence of others.
  • Retain complex information and draw connections between people, work streams, and places to support collaboration.

Qualifications, Skills & Experience

The ideal candidate will have:

  • A proven track record of working as an Office Manager or similar role in a fast-paced professional services environment.
  • Previous experience of leading, managing, and developing high-performing teams.
  • Desirable skills include previous experience of managing a team of PAs, developing new concepts, and sound operational management skills.