Office Manager

The primary purpose of this role is to manage and improve the Office Services & Facilities function for the Sydney and Brisbane office.

The position will work closely with the Partners and management in Australia.

**Team**

Kennedys is a global, UK-based firm, and has had a presence in Australia since 2006 in Sydney followed by its Melbourne office opening in 2017. Kennedys also expanded its commitment to the Australian market by opening its Perth office in 2021.

**Key Responsibilities**

**Office Services**
- Oversee all administration processes and functions for the Sydney and Brisbane offices. Review administration processes and procedures, suggesting and implementing improvements which support the functionality of the Sydney and Brisbane offices, whilst adhering to budgetary controls.
- Implement effective archiving and storage of files for the Sydney and Brisbane offices both offsite and whilst files are in the office. Overseeing all document storage and destruction, reducing costs where possible by driving the 'digital by default' project.
- To maintain up to date records and adhere to the essential competencies and Service Level Agreements for the role.
- Ensure confidentiality and security of all practice and client's documentation and all information.
- Procurement of office equipment and supplies in accordance with agreed budget.
- Responsible for the offices legal subscriptions with the providers (i.e. Lexis Nexis) including the renewals of these and ensuring subscriptions are fit for purpose.
- Oversee all travel. Responsible for relationship with the firms travel provider (i.e. Corporate Traveller) and escalation point for any travel issues.
- Oversee sites mobile phone plan(s) and manage the associated cost in accordance with agreed budget. Including review of expense claims for any mobile phone bills.
- Responsible for security, utilities, and general office upkeep across Sydney and Brisbane.
- Ensure that all new joiners' workstations are clean, tidy and they have all the relevant equipment and supplies to carry out their role.
- Manage and maintain all Health and Safety requirements, including maintenance of safety equipment, introduction and training of First Aiders and Fire Wardens.
- To notify any security breaches to the HR Manager and Risk Partner and if IT related to the Global IT Director.

**Facilities Management**
- Manage meeting room set-up and liaise with AV Advocate / IT to ensure all furniture and kit is functional.
- Manage the relationship with building management for the Sydney and Brisbane offices.
- Maintain a Planned Preventative Maintenance (PPM) schedule for the assets within the office ensuring appropriate maintenance agreements and arrangements are in place.

**Management of Staff**
- Manage the Office Coordinator, Team Coordinator (TC) and Secretaries in the Sydney office and the TC in the Brisbane office, providing support and guidance.
- Monitor and plan resources in the team.
- Manage the performance of your direct reports and alert the HR Manager to potential issues.
- Conduct performance and salary review meetings with all support staff under your supervision, in conjunction with any relevant Partners.
- To be involved in the recruitment process for secretaries, office assistants, receptionists and paralegals.
- Identify any training issues and address the problem by ensuring that the necessary training is provided and undertaken by the Secretaries, Paralegals and Receptionist.
- Ensure all new secretaries and office assistants are welcomed and inducted to the team's procedures and processes.

**Business Development**
- To assist with the logistics of office client events, working with fee earners and our Business Development team to ensure the event is a success.

**Human Resources**
- Drafting and implementing office policies and procedures for the office, along with Finance, HR, BD.
- Assist with staff inductions, training, leave management and ad hoc queries in the Sydney and Brisbane office.

**Required experience**
- Has performed in a similar role of Office Manager/Facilities Manager/Practice Manager, preferably within a law firm
- Proven management/supervisor skills
- Previous experience in managing projects
- High level of IT literacy
- Good communication skills
- Excellent organisation skills
- Able to work on own initiative
- Flexibility and ability to manage change.

**About Kennedys**

Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,400 people worldwide across 44 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.

Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.

We're a fresh-thinking firm, and we're