Operations Manager

Company : Linklaters Llp

Job Type : Full Time

Singapore

Job Description - Operations Manager

Purpose

This role is responsible for the effective development, implementation and management of operations in the office in accordance with the firm's standards and ensuring they satisfy local statutory requirements.
To lead and coach other members of the GO team to develop their knowledge, skills and competence.
To provide guidance on best practice across the team.
To monitor and drive forward global and regional best practice initiatives and make recommendations for change as required.

Key responsibilities

1. Office Administration

Responsible for the smooth and efficient running and delivery of all Operations functions in the office in such a way as to meet the requirements of the partners and staff based in that office, and of the clients of the firm served by the office;
Supplier and third-party relationships for all Operations functions (including commercial negotiations, agreement and review of service levels, escalation and resolution of problems relating to goods or services supplied, relations with public authorities, landlord(s), sub-tenant(s), other occupier, etc)

Responsible for the office's international Operations' obligations, including: -

ensure that the office implements and complies with the firm's agreed global and regional Operations' standards, policies and procedures;
promote co-operation between and the firm's other offices worldwide; and
provide management reports and information regarding the Operations functions
Facilities/premises management including building services, procurement of office supplies, furniture and equipment
Contract review or liaison with external contractors, including building contractors, cleaners, couriers, landline/mobile phone service providers, travel agents, air carriers, hotels, serviced apartments, document storage company
Oversee and administer general insurances (property all risks, business interruption, money, public liability, employees' compensation, computer all risks, household package and fidelity guarantee)
Oversee and monitor operational services (reception, general office, catering, and other general support services)

2. Compliance (Policies & Procedures)

Office operations policies & procedures management (including complying to global standards, policies and procedures).
Manage all health & safety activities within the office.
Manage all security and office emergency procedures, including business continuity planning, within the office.

3. Budgeting and Business Planning

Business planning and budgeting for Operations and monitoring actual spend to budget and reforecast
Resource and headcount planning for Operations and secretarial resources
Space planning for the office

4. Secretarial Services Team

Active involvement in management of the Secretarial Services Team and Document Centre to ensure agreed KPIs are met and reassessed as appropriate
Develop and implement best practices across the Secretarial Services Team and Document Centre; and instill a culture of continuous improvement
Be the point of escalation for operational and team issues
Work with the HR Team to drive any resourcing requirements within the Secretarial Services Team and Document Centre

5. People

- Leadership and co-ordination of operations and the secretarial services team including:

providing advice, guidance, training and support in all aspects of their roles
co-ordination of regional teams where appropriate
initiating and implementation of best practice initiatives and make recommendations for change as required

Line management responsibility for the staff working in:

general office
front of house (reception and catering)
Secretarial Services Team

- This includes ensuring the recruitment, development, feedback and assessment of all the above staff.

- Resource planning and allocation of staff.

Additional Job Description

Character

Professional, approachable
Strong organizational skills, detail-oriented
Proactive approach with ability to remain calm and focused under pressure or tight deadlines
Strong communication skills, both oral and written
Committed and determined, with a can-do attitude
Strong team player

Education / Qualification

Degree (or equivalent)

Language

Fluency in both oral and written English
Good presentation skills

Skills/Practical Experience

Minimum 7 years of experience in an Office Administration and/or Operations role within professional services
Experience in managing and supervising sizable teams and working with senior stakeholders
Ability to challenge existing procedures and policies
Strong MS Office skills and good overall IT literacy

Technical Skills:

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

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About the Company

Linklaters Llp

Senior Finance Manager/ Financial Controller, SEA Location: Singapore Reporting line: Head of Finance - Asia The Head of Finance role is primarily responsible for managing and overseeing the finance function of the Singapore office. This includes leading the Singapore finance team and directly suppo...

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Operations Manager

Job Description - Operations Manager

About the Company

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