Office Manager

Overview:

Penningtons Manches Cooper is a leading UK and international law firm which provides high quality legal advice tailored to both businesses and individuals. We address the specific objectives of each client through our flair and technical expertise and offer a personal service founded on a strong team ethic.

Today, we have UK offices in the City of London, Basingstoke, Birmingham, Cambridge, Guildford, Oxford and Reading while our growing overseas reach covers Singapore, Piraeus, Paris, Antibes and Madrid.

Among our clients we count multi-national corporations, public companies, professional partnerships, banks, and financial institutions as well as private individuals, owner managed businesses and start-ups. We are conscious that our culture and close working relationships are vital assets, and we are determined to maintain these as we increase in size.

Responsibilities:

The role will support the Piraeus office and will manage the day-to-day administrative and operational functions of the office. This will include but not limited to:

• Managing diaries and co-ordinating meetings and appointments.
• Coordinating domestic and international travel, including flight, hotel and car rental reservations.
• Managing databases as required.
• Maintaining day to day running of the office.
• Management of local procurement and suppliers in line with central policies.
• Implementing and maintaining procedures/office administrative systems.

In addition, the role will work together with various Central teams; namely HR, Finance, IT, Best Practice (including Risk & Compliance) and Facilities Management, on the following tasks/responsibilities in order to ensure the smooth running of the office:

HR

• Liaise with the HR Business Partner/Advisor to ensure a smooth onboarding experience for all new starters. This includes carrying out right to work checks, and applications for local visas if required, liaising with IT as required to ensure all equipment is provided and is set up correctly, and carrying out a tour of the office on the new starters first day (HR, IT and firmwide induction sessions will be managed centrally by the HR team).
• Ensure that HR processes are followed locally, with support from the HR Business/Advisor as required; including but not limited to holidays, sickness absence, quarterly check-in process.
• Maintain local personnel records as required.
• Prepare and manage the local payroll, as well as payment instruction forms and invoices.
• Manage benefits administration for the office, working with the relevant local provider, and liaising with the Senior Rewards and Benefits Manager as required.
• Support the HR Business Partner/Advisor and partners (and external employment lawyers where needed) on HR issues as required.

Finance

• Coordinate the billing process, including new matter set-up, tracking payments, and corresponding directly with clients regarding bills and charge out rates as needed.
• Work alongside the central credit control function to ensure timely payment of bills by clients.
• Oversee the purchase invoice function, submitting invoices to the central purchase order system, ensuring appropriate approvals are obtained and making timely payments to suppliers.
• Support partners and fee earners in the recording and submission of monthly expense claims via Concur.
• Liaise with central transaction teams to ensure client related expenditure is appropriately recorded and treated.
• Maintain and provide cashbooks and supporting documentation to central finance team.
• Support central finance team with VAT and other submissions to local tax authorities.
• Act as a contact point for local advisors in conjunction with central finance team.
• Create and maintain relationships with banks.
• Calculate and request monthly funding requirements to support cashflow.
• Participate in regular meetings with central finance.

IT

• Liaise with IT support to ensure new starter equipment is delivered on time and is set up correctly.
• Ensure equipment is collected and/or reconfigured as needed for leavers.

Facilities Management

• Oversee leases and subleases, including analysis of space requirements, lease payments, construction supervision and space modifications.
• Purchase office supplies and equipment and maintaining proper stock levels.
• Act as liaison with landlord regarding leases and subleases.
• Manage the physical facility, including vendor and supplier relationships/contracts.
• Managing local insurance requirements and ensuring renewal.
• Establish security standards and procedures.
• Plan and prepare for office disasters and emergencies.
• Assure compliance with safety/ergonomic regulations.
• Responsible for organising hygiene/first-aid facilities.
• Support, advocate and manage adoption of central operational sustainability initiatives in line with firmwide sustainability goals.
• Provide data to support greenhouse gas emissions reporting.
• Manage and review supplier agreements within recommended timeframes.

Best Practice (including Risk and Compliance)

• Ensure all current supplier information relative to your office are stored on the central procurement system and new suppliers are processed through the system prior to inception.
• Assist with local regulatory requirements (for example local insurance, Health & Safety risk assessments, current membership and renewal of any regulatory bodies locally) liaising with central Best Practice team as required.
• Assisting with fee earning compliance requirements/procedures.
• Assist the Data Protection Officer (DPO) with local information handling requirements.

Essential & Desirable Criteria:

Essential Criteria

• Able to work effectively in a very busy and faced-paced environment.
• Experience of the use of computer software, including word processing, database, spreadsheets
• Experience in managing calendars, diaries, and events.
• Flexibility and ability to work under pressure, to manage workload and conflicting priorities for themselves and the wider team.
• Ability to deal sensitively and in confidence with a wide range of issues relating to working practices.
• A strong work ethic, excellent communication skills, and be able to build effective relationships with people of all levels.

Desirable Criteria

• Previous experience working within a busy office environment.

Some supervisory or managerial experience.