Operations Manager

**Job title**

Operations Manager - Singapore

**Reports to**

Director of Administration - Singapore

**Interacts with**

Partners, Attorneys, Staff Members and External Vendors

**FLSA status**

Exempt

**Job Responsibilities
Support the Director of Administration (“DOA”) in day-to-day administration and human resources duties to ensure the smooth running of the Singapore office.
- HR Administration:

- Supervise and manage support staff teams, including conducting performance reviews and engaging daily with the staff teams to develop strong working relationships.
- Benefits administration including medical and life insurance.
- Prepare and submit claims for Singapore’s Government Paid Leave Schemes.
- Draft official firm correspondence including employment contracts, salary letters and employment verifications.
- Absence management including approving holiday requests, maintaining sick leave records, and acting as point of contact for questions related to leave.
- Assist with staff recruiting processes including interviewing, onboarding and integration efforts for new staff hires.
- Work with global HR team to ensure internal systems and databases are updated.
- Work with DOA and Professional Development team to further staff learning and development including hosting and conducting training.
- Periodic review of lawyer/secretarial share groups to manage workload allocation.

Finance Administration:

- Process vendor invoices.
- Review, approve and/or return expenses.
- Assist DOA with preparing the annual budget for the office.
- Assist the finance department with cashflow requirements.

Office Administration:

- Manage office maintenance including general office repairs, lighting and periodic equipment maintenance checks and contracts.
- Manage secretarial coverage for scheduled and unscheduled leaves of absence, and coordinate secretary work schedules to ensure there is sufficient coverage at all times.
- Assist other office departments and teams with their projects, events and cross-department initiatives, as and when needed (including but not limited to Recruiting and Marketing).
- Support compliance initiatives and adherence to regulatory requirements.
- Assist with cross-departmental projects and initiatives, and provide ad-hoc support to other non-U.S. offices as required.
- Organize office events including social gatherings, holiday parties and office meetings.
- Work closely with Receptionist, Admin Assistant, I.S. Support Specialist and tea lady to ensure quality business services.
- Lead Singapore office in relation to Firm sustainability and D&I efforts.
- Assist with creating and strengthening relationships with department heads across the Firm, enhancing communication and collaboration with key persons located outside Singapore to ensure cohesive operational functioning.

Apart from the duties summarized herein, we retain the right to include other reasonable duties which are part of, and incidental to, this type of work.

**Skills, Knowledge and Experience Required**
- University degree.
- 7 years of experience in business operations, preferably in a law firm or professional services environment.
- Excellent written and spoken communication skills.
- Ability to identify and analyse complex issues and recommend / implement solutions.
- Ability to manage office functions
- Ability to maintain the highest level of confidentiality.
- Professional demeanor, excellent communication and organizational skills.
- Strong critical thinking skills, advanced time management.
- Ability to use initiative, working both independently and as a team member, in order to manage multiple tasks while adhering to tight deadlines.
- Proficient with MS Office (Word, Excel, Outlook and PowerPoint)