Office Manager

Job description / Role

This position reports jointly to the Global Chief Operating Officer and the Office Managing Partner.

The position coordinates day-to-day functions of office operations, implements and supports all Firm and office policies and procedures, and coordinates individual functions with appropriate Firmwide Chief.

Job duties are concentrated in the four primary categories: general management, financial management, human resources and office operations. Other duties may be assigned.

General Management
- Together with the Global Chief Operating Officer and the Office Managing Partner, anticipate the needs of the office and proactively seek solution to potential problems in general management, personnel, operations and other areas of administration.
- Support communication effort by holding regular staff meetings and providing written/email updates.
- Coordinate and manage the processes to ensure the office is compliant with local laws and regulations.

Financial Management
- Assist with preparation and monitoring of annual operating, compensation and capital budgets.
- Design, implement, and manage programs to control expenses and appropriately maximize client cost recoveries, including those from direct payments and internal costs, e.g. telephone, telefax, on-line research, and duplicating.
- Manage the local office accounting and billing functions.
- Assist the Office Managing Partner in helping to drive billing and cash collections for the office.
- Ensure the prompt recording of time by all lawyers within the Doha office.
- Assist Office Managing Partner with banking relations.
- Assume overall responsibility for the local petty cash process and related controls.
- Ensure all supporting documentation is provided to help support the cash detail reporting process for the Doha office.
- Other duties as required.

Human Resources
- Collaborate with the Human Resource function to ensure that HR activities and procedures are properly implemented.
- Recommend staffing levels to meet the office’s needs and ensures they are within the Firm’s guidelines and headcount ratios.
- Coordinate workflow allocation, including secretarial and other office staff oversight.
- Provide recruitment support to Office Managing Partner including logging of candidate’s progress, liaison with recruitment agents and administration of terms of business.
- Facilitate administrative aspects of lawyer arrivals, departures and transfers.
- Manage process for all staff hires, changes, reviews, and terminations.
- Ensure appropriate paperwork related to personnel is processed properly including benefits, permission to work and payroll requirements.
- In collaboration with the HR Director, International, facilitate annual staff salary adjustment and bonuses process for the staff.
- Manage annual performance evaluation process for the staff.
- Provide training and developmental courses for staff as necessary and appropriate.
- Oversee the office’s summer associate, student placement and work experience schemes.
- Provide other management liaison between support staff and lawyer personnel within the office.
- Monitor office morale and suggests possible actions to improve as needed.

Office Operations
- Ensure consistent levels of office services.
- Oversee purchase, usage and maintenance of all office equipment in accordance with Firm procedures.
- Oversee purchase and management of office supplies, reproduction, reception, coffee services etc.
- Communicate with and assist firmwide IT to ensure that the network, software and hardware support meets the office’s needs.
- In collaboration with the Administrative Operations Manager oversee the office’s facilities management including leasing, subleasing, space design, utilization, renovation, and maintenance. Negotiate with property management firm and building representative regarding necessary repairs and maintenance. Coordinate maintenance-repair works with the needs of the Office.

SECONDARY DUTIES AND RESPONSIBILITIES
- Respond to special requests and projects from lawyers.
- Support the Global Chief Operating Officer as requested on special projects.

SUPERVISORY RESPONSIBILITIES
- Directly supervise all managers and/or supervisors in the office. Carry out supervisory responsibilities in accordance with the Firm’s policies and applicable laws. Responsibilities include: interviewing, hiring, and training employees, planning, assigning, and directing work, appraising performance, rewarding and disciplining employees and addressing complaints and resolving problems.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

College degree in Business Administration, Human Resources Management or other relevant compatible curriculum and seven or more years related work experience with comparable scope and responsibility, preferably in a law firm or other professional service environment, including supervisory experience. Strong leadership abilities, people and project management skills, and an ability to identify and implement creative solutions to enhance productivity, efficiency and effectiveness of operations, systems and procedures.

- Fluency in written and spoken English and Arabic essential.
- Ability to read, write, analyze and interpret financial reports and legal documents.
- Ability to multitask.
- Ability to respond to common inquiries or complaints from clients, regulatory agencies, or members of the business community.
- Ability to effectively present information to management, public groups, and others.

About the Company

At Hays, we invest in lifelong partnerships that empower people and businesses to succeed. With over 50 years’ success under our belts and a workforce of 10,000+ people across 32 countries, we’ve evolved to put our customers at the heart of everything we do.

So much more than a specialist recruitment business, what really sets us apart is our knowledge through scale, deep understanding and our ability to meaningfully innovate for our customers. By providing advice, insights and expertise on issues you face today in the fast-paced world of work, we help you make the right decisions for tomorrow.

Offering an unrivalled suite of recruitment and workplace solutions, whether you’re looking for what’s next in your career, or have a gap to fill, we’ll help you get where you want to go.

You can rely on us to deliver today and help you plan for tomorrow.