Office Services Manager, Singapore

Job Description

Reporting to the General Manager, Singapore, this role is to ensure that the Administration/Operation functions of the Singapore office are delivered efficiently through the implementation and maintenance of effective processes and systems and ensuring that the correct infrastructures are in place to deliver first class professional administration/operational support in the Singapore office.

**Key Responsibilities**

**Facilities Management**
- Manage and assess premise requirements, including managing tenancy refits, overseeing office fit outs and renovations, seat allocations/space planning, carpark allocations and office move and ensuring continuity of office operation for all staff.
- Ensure premises are adequately secure and fit for purpose with due regard to the basic requirements around storage, handling and disposal of client confidentiality.
- Assist the General Manager in liaising with the Landlord on rental renewals and other matters, where appropriate.
- Assist the General Manager in liaising with designers and contractors on office fit out projects.

**Administrative Support**
- Oversee the procurement operation of the Singapore office including conducting due diligence, liaising with local contractors, vendors and suppliers and ensure procurement best practice, while utilising preferred suppliers, where available.
- Supervise the administration team on supplier data cleansing, contract management and supplier management.
- Maintain office efficiencies by planning and implementing office systems, layouts and equipment procurement and sharing approaches with the Asia Pacific offices.
- Manage and renew third-party services and contracts: ie Printroom, stationery, photocopiers, office furniture, machines, pantry supplies, corporate transport, food delivery services.
- Administration Budget - Once approved, manage administration expenses within budget, suggesting areas for potential savings.
- Organise annual office activities: Lunar New Year Dinner, Annual Year End Party and Social Events from time to time.
- Work with hospitality team onoffice access cards and by the bay app for staff and visitors.

**Travel Arrangement**
- Manage office travel arrangements/policy including liaison with third party travel provider and our global travel team.
- Negotiate corporate rates where appropriate.
- Work with Delhi Processing Team on payment for travels charged to firm's credit card.

**Business Continuity**
- Develop, maintain and ensure appropriate business continuity plans are prepared and maintained in line with CC global guidance and policies. Seek to test/ensure plans are robust and up to date on a periodic basis.
- Member of the global business continuity team.
- Liaise with related suppliers and vendors for updates and support. Oversee the operation of travel risk management.

**Insurance**
- Oversee the Firm's local insurance policies and co-ordinate and work with the third party insurance broker and global team in relation to the inclusion of Singapore office for global insurance purposes and meeting all reporting deadlines as required.

**PSC**Management**
- ** Resource and Workflow Management**
- Responsible for leading the Team Leads in managing peaks and troughs in the workload, allocating work appropriately and ensuring that the individual secretarial workload is balanced.
- Responsible for regularly reviewing the legal support service levels.
- Responsible for the allocation of PSCs to fee earners and be the guardian of PSC-to-fee earner ratios.
- Work with the other Managers from various department to ensure that the required level of service from the PSCs are consistently delivered.
- Responsible for the allocation and monitoring of the Saturday on duty system.
- Responsible for supporting the Team Leads in ensuring cover is provided for fee earners during absence (sickness, holidays, maternity) of secretaries
- Responsible for the selection and recruitment process for new PSCs
- ** Performance Management and Career Development**
- Responsible for organising (and delivering if required) tailored induction programmes for new PSC staff, including working practices, performance standards and work expectations.
- Review performance, feedback, training needs and develop detailed objectives and training plan to support individual performance and development
- Supported by the team leads, responsible for conducting regular training needs analysis of PSCs and working with HR, IT and other teams to ensure appropriate training delivery.
- Responsible for performance conversations including appraisal process and collecting feedback on the PSC team from individual fee earners; delivering this feedback in conjunction with the relevant fee earner as part of the annual appraisal discussion.
- Gather data and actively participate in the salary review process for the team.
- Responsible for addressing performance management issues in line with the firm's policy.
- Responsible for identi