Bird & Bird is an international law firm, with a rare and
invaluable grasp of strategic commercial issues. We combine
exceptional legal expertise with deep industry knowledge and
refreshingly creative thinking, to help clients achieve their
commercial goals. We have over 1,700 lawyers in 32 offices across
Europe, US, the Middle East, and Asia Pacific, as well as close ties
with firms in other parts of the world. If you want to find out more, visitwww.twobirds.com.
The firm offer excellent prospects for progression and our culture
provides all our people with world-class support to achieve their
ambitions and goals.
OUR PROMISE
Bird & Bird is committed to maintaining an inclusive work
environment. IT is the policy of Bird & Bird to consider all
candidates fairly, regardless of race, sexual orientation, religion or
belief, pregnancy and maternity, marriage and civil partnership,
gender reassignment, age or disability.
We are a disability, neurodiversity and mental health inclusive
employer and want to ensure that candidates have a barrier-free
recruitment experience. If you need adjustments for any of your
interviews or assessments, please contact us for confidential advice.
ROLE
The role of the Office Manager is to ensure that the admin support
function and office operations for the Hong Kong office run smoothy at
all times. The role will work closely with all Partners and Managers
of the Firm. They will be responsible for the day-to-day delivery
of the high level of office operations support and guidance, and
delivery of global projects including compliance of Information
Security and Data Protection in line with our requirements under ISO
Accreditation 27001 for Hong Kong office.
The role is also responsible for Information Security and Data
Protection in line with our requirements under ISO Accreditation 27001
for the Hong Kong office.
SCOPE OF ROLE
The role is reports to the Head of Mainland China who is based in
Hong Kong office and will maintain confidentiality in all situations
that require it. This role supports the Hong Kong office (approx. 120
people), plus client visitors and international colleagues.
This role in has a responsibility for Information Security & Data
Protection under the ISO accreditation 27001.
DUTIES & RESPONSIBILITIES
This role is the primary manager for Facilities Officer,
Receptionist, Office Assistants and Tea Ladies and may delegate the
tasks set out as appropriate but holds ultimate accountability for
delivery of outcomes.
General Office Management • Handle renewal of general office insurance for Hong Kong and
China offices • Ensure the firm's letterhead and Associate's
business card are compliance to the guideline from the HK Law
Society • Ensure the operations of the firm is accordance with
ISO requirements • Update and renewal all firm memberships •
Establish standards and procedures by designing and implementing
respective office policies • Liaison with external vendors,
organizations and groups • Maintain and replenish inventory
including stationeries and pantry refreshments • Office cleaning
services coordination, e.g. telephones, computer equipment and pest
control • Manage office gardening • Maintain a clean and
tidy working environment by setting up workstation for new
joiners/visitors and tidying up after leavers/visitors left • Aid
as the point of contact with the property management office • Aid
in the office renovation project when the need arises
Facilities Management • Ensure physical security of the office building is maintained
via appropriate access control and notifying building management
immediately if lost/stolen cards are reported and ordering new cards
as needed • Maintain access card, key number in records •
Ensure spare passes are in place and it assigned to visitors and
tradesmen entering our office floors. • Liaise with project
manager when office renovations are in progress and notify employees
and partners are needed. • Ensure necessary precautions when
adverse weather conditions arise, such as ensure outdoor furniture is
adequately protected • Responsible for Occupational Safety and
Health for Hong Kong office and maintain OSH policy •
Responsible for ensuring an adequate number of fire wardens, fire aid
officers across all office levels, and ensure their certificates are
renewed • Responsible for induction walk throughs are showing new
starters where the WIP phone, fire escape, first aid box and emergency
evacuation points are located. • Responsible for maintaining the
cleanliness of all equipment in the pantries and common areas,
including coffee machines, dishwasher, microwaves, fridges and
oven. • Office equipment maintenance and procurement, e.g.
printers, water dispensers, coffee machine, telephone set, toners,
furniture, etc. • Managing the cleanliness proactively walking
through all bathrooms each day • Familiar with 'Code of Practice
for the provision of Means of Escape in Case of Fire' of Building
Authority of Hong Kong • Responsible for the rooftop management
e.g. secure objects during severe weather conditions, ensure cleanliness
Deliver Client Services • Be the primary backup for daily reception duty • Maintain
daily out list and distribute daily • Assign and maintain the
reception roster, planning cover for absence with the assistance of
secretaries • Plan and manage office admin budget including
messengers' travel expenses • Review and establish best practices
to ensure a seamless delivery of front desk services • Supervise
front desk services including managing conference room reservations,
handling enquires, incoming faxes/mails, etc. • Supervise venue
setup for in-house functions and assist in beverages arrangement when
necessary Transportation, Travel & Accommodation •
Maintain corporate hotel accounts • Arrange flights and
accommodation for overseas visitors • Responsible for organising
and liaising with travel agent • Collaborate with UK team for
travel policy • Responsible for organising accommodation for all
visitors to Hong Kong with our corporate hotels/ discounted
rate • Responsible for staying ahead of any changes to the online
portal for domestic travel and arranging training sessions for the
office team as required. • Limousine or van rental service
coordination Events and Catering • Organise and coordinate
office events and work with other departments to provide necessary
support services when necessary, e.g. client seminars and in-house
trainings • Manage and coordinate internal annual Firm events,
such as annual dinner, Lion dance during CNY, Summer Fun and Halloween
party • Ensure meeting rooms are booked for internal and external
meetings and events, collaboration with IT for tech and room set
up. • Proactively identify whether catering is required/
requested and organise as appropriate and, ensure costing to correct budget.
Document Management • Supervise office services including mailing, document delivery
and record keeping • Design and maintain filing systems •
Ensure protection and security of files and records • Assist in
handling file transfer for fee earners when necessary •
Administer offsite storage and record keeping
Library and Subscriptions • Ensure loose leaf updates are current • Define order
procedures for record retention • Ensure the library list are
maintained and up to date • Administer subscriptions and renewal
of online legal information services • Organise training session
of our subscriptions such as Thomson Reuters, Lexis Nexis, CCH,
Practical law to ensure new users receive training. Review users for
subscription and maintain an up-to-date user account. Managing
Office Administration team • Supervise office staff including
receptionist, General offices' staff and tea lady to ensure teamwork
and maintain a high standard of client servicing level • Manage
resourcing by recruiting, selecting and training office staff •
Conduct staff performance review • Provide guidance and support
to the team Secretarial allocation • Liaise with different
partners and secretaries for secretarial cover • Manage secretary
movement together with HR
SKILLS AND ATTRIBUTES
People and team working • People and performance management experience is essential; the
ability and willingness to share best practice knowledge and
experience is a key success factor
Leadership • A self-starter who is highly motivated; able to demonstrate
innovative methods of developing others; able to delegate effectively;
flexible and innovative with work practices; willing to drive own
personal development initiatives.
Power of Communication • Strong interpersonal skills; actively seek to improve lines of
communication internally and externally to the department; works with
other managers and partners to promote a 'one team
ethos Judgement and decision making. • Demonstrate integrity
and professionalism; willingness to accept accountability for areas of
direct control; the ability to assess and understand the wider impact
of actions.
Client Focus and Service Delivery • A strong sense of clients' needs and the ability to tailor
central best practice approach to suit a wider range of supply and
demand issues.
Technical and Professional Qualifications • Previous people management experience in a professional
services environment is desirable; able to demonstrate a deep
understanding of current practice management trends and requirements
and willingness to continuously develop own role to improve service
delivery to clients and colleagues; highly computer literate and able
to be flexible in approach. • Good spoken and written
communication in English and Chinese (Cantonese and Mandarin).
