Office Manager

This role provides full and general support to the Singapore office and reporting directly to the Director of International Operations and Singapore-based Partners. The role will liaise closely with London office to ensure consistency and procedures across the firm.***

**Essential Job Function**:

- Facilities Management - Ensure the smooth day-to-day operations, including the management of vendors, building and office maintenance services, confidential waste, office security access arrangements.
- Renewing and negotiating contracts with vendors including Tenancy Agreement. Includes managing other local vendors and negotiate contracts and renewals.
- Appointed as Fire Warden and oversee workplace Health & Safety issues are addressed and resolved. Ensure that the fire extinguishers are service or/and replaced.
- Booking local and international courier deliveries.
- Booking and approved conference and visitor office using AG Scheduler.
- Setting up meeting rooms and providing refreshments to external and internal meetings whenever required. Ensuring that the room are set accordingly (Zoom conference, training, etc. with IT assistance).
- Attending receptionist duties whenever she is absence (e.g. answer the door, phone calls, serving drinks to clients, etc.)
- Update security passes for new joiners and leavers.
- Ensure that pantry and stationery supplies sufficient and spend according to the given budget. - Ordering attorneys business cards.- IT - Support IT team in Hong Kong and assisting them whenever required. Escalates any issues to IT team.
- Ensure that IT requirements for meetings and events on site are understood both by IT team and Singapore office. - Liaising with vendors on behalf of IT team (internet, security, mobile lines, etc.)- Finance - Working with Finance Controller in London office to ensure that they are supported as needed with any local finance related duties (e.g. payments and supporting any issues and queries).
- Submitting invoices in Chrome River and follow up before due for payment. Supervising Office Assistant in respect submitting invoices in Chrome River.
- Requesting, amending and checking client invoices with the account team. - Annual budget discussion, expenses and bonuses.- HR & Payroll - Working together with London HR team and Practice Partners on the recruitment of support staff and attorneys, posting of online recruitment ads (when necessary), liaising with recruiters, shortlisting applicants and arranging of interviews. Induction / onboarding new joiners.
- Maintain employee leave records and submit on behalf in Kronos.
- Administering medical insurance - adding and deleting employees.
- Handling all housing, repatriation and other matters relating to secondment/relocation.
- Evaluate support staff performance and planning for training if required. - Liaising with CPD/CLE team; ensuring that attorney’s practicing certificate is renewed and points are updated in the system.- Client Development - Assist in firm’s marketing/business development in the planning and execution of company’s event; coordinate and organize events in coherence to budget.
- Ensure that event space is well set up for attendees and speakers and marketing materials prepared.
- Liaising with local vendors on ordering of marketing items. - Arranging a photographer for new profiling.- General - Submitting attorneys’ reimbursement in Chrome River.
- Providing lawyers with direct assistance, formatting and organizing and maintaining all legal documents in NetDocs, scheduling appointments and supporting legal research, managing diaries.
- Opening/closing of matters and preparing of engagement letters.
- Supporting and managing visitors to Singapore office. - Plan and execute any internal event.- This job description is intended to describe the general nature and level of the work being performed by employees in this job. It is not intended to be a complete list of all responsibilities, duties, and skills required for this job classification._