Office Manager - Luxembourg
Dechert LLP
Luxembourg
il y a 18j

Job Description

Essential functions General Management Plan, organise and direct all office operations, working with the OMP on all non-

legal issues. Coordinate workflow and assure adequate business services staff coverage at all times. Assign work and provide local administrative supervision of paralegals and business services staff.

Evaluate secretarial assignments on a regular basis to ensure efficient use of resources. Communicate, implement and enforce all Firm and local policies, practices and procedures.

Oversee all office services, including mail delivery, supplies, photocopying and records. Ensure partners (and associates and business services staff, where appropriate) are promptly informed of business services staff or service changes.

Interact and negotiate with vendors in cooperation with the global Procurement team. Communicate and oversee emergency and business continuity plans.

Plan and coordinate office events, working within a predetermined budget. Monitor national and local business requirements to ensure up-

to-date compliance with government authorities for any kind of inspection, office business license, or office representative designation.

Perform any and all other duties as are necessary for the efficient functioning of the office. Practice and foster an atmosphere of teamwork and cooperation.

Human Resources Administration Recruit and hire business services staff, working with Human Resources as appropriate to adhere to hiring guidelines, including background and conflicts checks.

Assist the OMP with recruitment, hiring and on-boarding of lawyers, working with Legal Recruiting, Human Resources and practice groups as appropriate to adhere to hiring guidelines, including background and conflicts checks.

Coordinate new employee orientation, on-boarding and training for all new joiners. Administer support staff evaluation process, gathering performance feedback, writing evaluations and holding performance review meetings with business services staff.

Assist practice groups with lawyer evaluation processes as needed. Meet with departing employees to complete leaver checklist items, recover firm property and disable access.

Monitor and track overtime, use of paid holiday, sick time and leaves of absence, ensuring appropriate payroll treatment and reporting any concerns to Human Resources for guidance.

In conjunction with the firm-wide Benefits team, administer the local office benefits programme and serve as first point of contact for all benefits inquiries.

Interface with all national or local authorities regarding labor contracts and social welfare contributions. Verify work eligibility of all new joiners and track expiry dates of all work permits and visas.

Collaborate with Human Resources and immigration counsel / authorities to request work permits and visas. Create and maintain all personnel records in accordance with Human Resources guidelines.

Information Technology Working with firm-wide IT, ensure the efficient performance and effective use of the firm’s network and telecommunications systems.

Financial Oversee office financial functions in collaboration with the EMEA and firm-wide Finance teams to ensure accurate and up-

to-date payroll, accounts payable and receivable, billing and collections activity. With the EMEA finance team, ensure payment of rent, rates and service and utility charges.

Develop and manage operating budgets and prepare forecasts and activity reports for management. Annually evaluate contracts with all suppliers to ensure best value for money.

Review, approve and process for payment all office-related accounts payable expenses. Formulate annual budget proposals and forecasting, including preparation of operating budget.

Coordinate with EMEA and firm-wide Accounts teams to ensure accounting reports, tax filings, audit reports and official receipts, etc are completed accurately and in a timely manner.

Manage office cashflow, ensuring appropriate accounting controls are adhered to. Assist Partners and fee earners in client follow-

up and credit control as requested. Facilities Review lease-related charges and invoices (e.g. rent, electrical, heating / cooling) against terms of lease Ensure compliance with building regulations and legal requirements for health, safety and security.

  • Coordinate space planning, alterations and relocation with EMEA Facilities. Coordinate office maintenance. Knowledge, skills and abilities Excellent oral and written skills in English and French;
  • ability to communicate complex subject matter clearly and concisely. Knowledge of finance and accounting, including reading and preparing budgets and forecasts.

    Knowledge of law firm business operations and best practices. Knowledge of office and people management best practices and local employment regulations.

    Proficiency in Word, Excel, PowerPoint and Outlook required; knowledge of Elite and Carpe Diem an advantage. Ability to develop and maintain collaborative working relationships with lawyers and staff at all levels.

    Ability to prioritise and manage own work and that of others, giving clear directions and delegating appropriately. Ability to handle sensitive and confidential management issues and information with discretion.

    Ability to assess situations, consult resources as needed and make well-judged, objective, fact-based decisions. Ability to approach business operations and decisions in a manner consistent with the firm’s values and interests.

    Education and experience University degree. At least 2 5 years’ experience in an office administration role, preferably in an international law firm.

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