Office Manager

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

The position will work closely with the Partners and management in Australia and be responsible to the Head of Facilities & Operations APAC (interim - report in to Global Facilities Director).

**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 Peth office in 2021.

**Key Responsibilities**

**Office Services**
- Oversee all administration processes and functions for the Melbourne and Perth 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 Melbourne and Perth 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 Melbourne and Perth.
- 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 Melbourne and Perth 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 Secretaries and Receptionists in the Melbourne and Perth offices, providing support and guidance.
- Manage the Paralegals in the Melbourne & Perth office, providing support and guidance.
- Monitor and plan resources in the team.
- Manage the performance of Secretaries, Paralegals and Receptionist 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.

**Risk and compliance**
- Liaising with the Sydney OM oversee the building, professional indemnity, management liability, travel, crime, public liability and workers compensation insurances.
- Manage the renewal of Lawyers practicing certificates across Victoria and WA.
- Be responsible for the Melbourne and Perth offices ISO accreditations in conjunction with the UK teams.
- Oversee privacy compliance in Melbourne and Perth including GDPR.
- Ensure the business continuity and disaster recovery plans are up to date and communicated with the Head of BCP & Facilities Compliance and Partners of the firm.

**Coordination of reception cover**
- To be responsible for the reception desk and its cover during office hours, utilising appropriate resource within the office to provide a professional reception function.
- To maintain the high standard of service offered to the Firm's existing clients and to assist in creating and developing the professional reputation of the office and Firm.
- Track and communicate visitors from other Kennedys offices.

**Required experience**
- Has performed in a similar role of Office Manager/Facilities Manager/Practice Manager, preferably within a law firm
- Proven managem