Office Manager

Job description / Role

Our client has begun a fresh search to find an experienced professional services Office Manager who has a minimum 5 years in Office Management AND working in the region. You will lead the business services team of a fast-growing international law firm’s office in Dubai.

Remit:

• Oversee activities of the Dubai office to ensure the provision of high quality services and an efficient, safe and attractive working environment that allows the Firm's attorneys, staff, clients and visitors to function at optimal levels.
• Supervises and works collaboratively with the local business services staff including legal secretaries, receptionist and office services assistant to provide support to attorneys of the office.
• Works with the local BD manager on matters related to marketing and client events, IT coordinator to support the technology needs of the office ensuring smooth operation, and Abu Dhabi based public relations/office services assistant on government related processes to ensure regulatory compliance.
• Act as a liaison to communicate policies and procedures to attorneys and staff.

Essential Job Functions – Administrative

• Supports the office managing partner’s day-to-day management responsibility of the Dubai office, and in conjunction with the Director of International Operations and various business services support functions throughout the Firm, assists in the implementation of overall strategies and actively participates in the development, interpretation, administration and communication of office and Firm policies and procedures.
• Together with the Director of International Operations prepares the annual office operating budget and participate in quarterly expense reviews. Manages the Dubai office’s vendors, including vendor onboarding, supervision, and billing. Vendors include food and beverage, shredding, repair and maintenance, etc. Reviews and approves outside vendor bills, lease invoices, office equipment and furniture bills.
• Maintain and manage the process for all partner and employee residency and immigration applications, DIFC court admissions, Dubai Legal Affairs Department registrations, track CLPD courses for all legal consultants and coordinate internal accredited CLPD training.
• Work closely with the London HR department to coordinate relocations for new joiners, ensuring a smooth transition to the Dubai office. This includes assisting with visa processes, accommodation arrangements, and onboarding logistics to support a seamless integration into the firm.
• Foster a positive office culture by organizing events and initiatives that strengthen team engagement. This includes planning social gatherings, wellness activities, cultural celebrations, etc.
• Organizes, prioritizes and delegates assignments, to ensure collaborative efforts result in meeting or exceeding goals and standards. Motivates others to attain their highest levels of achievement, productivity and work satisfaction. Where applicable, encourages innovative thinking and the exercise of sound judgment to achieve results.
• Coordinates all staffing requirements for the office and makes recommendations across all functional areas. Coordinates daily office and secretarial assignments to ensure adequate staffing coverage.
• Utilizes secretaries and floaters to provide coverage for absences including coverage for visiting attorneys.
• When necessary, facilitates evening overtime coverage by communicating requests to secretaries, and covering overtime.
• Coordinate matters relating to conference services including conference room bookings and visitor offices set up.
• Coordinates the business services staff performance evaluation and in conjunction with the London office HR Department. In collaboration with the London HR Department prepares performance evaluation for each assigned office services staff.
• Provides supplemental on-the-job training, assistance and orientation, as needed, to newly hired business services staff, newly assigned secretaries. Coordinates attendance at various training sessions and provides training to new staff in area-specific tasks.
• Acts as a primary liaison between and among lawyers/paralegals, assigned secretaries and firm management. Participates in meetings with the London Managerial team and/or the Director of International Operations. Takes a proactive role in developing and implementing Firm projects, policies and procedures, and in assisting and coordinating with other departments. Takes the lead in cultivating and maintaining teamwork, high morale and a productive, equitable and pleasant work environment.
• Assist with matters relating to Accounting and IT if needed.
• Monitors adherence to Firm policies and procedures. Escalates complex and/or sensitive issues to HR as appropriate. Maintains communication with the Director of International Human Resources and when possible and counsels staff as needed.
• In collaboration with London HR Department, monitors, maintains, processes, and approves vacation requests, weekly attendance records, and overtime.
• In collaboration with Director of International Operations, manages a variety of facilities and operations areas which may include: telephone/reception, conference services, records, support services, building facilities, construction, maintenance and security, reprographics and audio/video.
• Acts as a liaison with building management and service vendors providing a broad range of facilities and operations related services to the Firm.
• Responsibilities may include overseeing parking, and office management functions. Ensures the provision of high quality and cost-effective facilities maintenance and cleaning services to the Firm.
• In conjunction with the Director of International Operations, manages, communicates and enforces office security, safety and emergency systems, procedures, vendors and service agreements. Where applicable coordinates, monitors and updates emergency medical disaster recovery programs, and all related policies and procedures. Acts as liaison between the Firm and all emergency and medical supply and service vendors. Ensure office operates in compliance with local regulations and industry standards, mitigating operational risks.
• Works in conjunction with the Director of International Operations to ensure appropriate coordination and communication of facilities and operations activities. Participates in the development of policies and procedures for facilities and operations areas; implements and enforces policies and procedures to promote and ensure Firmwide standardization and ensure a safe and productive working environment.
• Assumes additional responsibilities as requested.

We need someone who is an absolute dynamo, people person, diplomatic and hard working. As Office Manager you are an ambassador to not only the firm but the staff and they will look to you to set the tone of a positive work environment.

MUST have a solid work history. No job hopping.

• Minimum of 5 years’ experience in a management role, including supervising a team in a partnership environment.
• Excellent English language skills. Other languages are a plus.
• Previous management experience, preferably in a partnership environment.
• Excellent project management, organizational, analytical and problem solving skills; ability to delegate and manage resources effectively.
• Excellent communications and interpersonal skills; flexible; strong customer service orientation towards internal and external clients; proven ability to interact with all levels of management, staff and external entities in a highly effective and professional manner.
• Proficient personal computer skills and knowledge of firm software including word processing, spreadsheet, database, time and attendance, desktop publishing and organisational/project planning software applications.
• Leadership qualities with a proven track record of enabling and empowering a team in a collaborative work environment.
• Prior experience at law firms in Dubai or working with relevant regulators is a plus.

Salary:
AED 37,000 to 42,000 per month inclusive of fixed allowances.
Additional benefits: Bonus, medical, annual flight for self after 12 months has been completed.

About the Company

MENA Recruit came to fruition in response to a growing need for international legal talent in London and Dubai. Its initial focus began in the Legal sector, evolving as a service provider for other sectors such as Administration, Marketing, Business Development, HR, IT, Finance and C-Suite positions.

Over the last two decades, with roots firmly planted in the Middle East and operations expanding into the APAC region, MENA Recruit has gained intuitive industry knowledge and expertise. With its unique, people-focused approach, the firm has yielded competitive advantage for its clients and rewarding careers for the professionals it has supported throughout the years.

The company is dedicated to delivering the highest quality of talent and service to its clients while working tenaciously towards helping them achieve higher retention rates. For this reason, MENA Recruit is considered by both candidates and clients as a consultant in the truest sense of the word, offering guidance to both people and organizations on how to adapt to the constant change in market conditions and how to anticipate present and future challenges.

Presently, MENA Recruit provides services to organizations and professionals in the United Arab Emirates, Saudi Arabia, Bahrain, Oman, Qatar, Kuwait, Singapore, Hong Kong, Australia, and the United Kingdom.

With such an extensive global reach, strong brand value, decades of expertise, and an innovative approach towards business challenges, it’s clear why MENA Recruit is the partner of choice for both in-house recruiters and candidates internationally.