Office & Operations Manager

5 months ago

Riyadh, Saudi Arabia Clifford Chance LLP Full time

JR-5512
- Riyadh
- Business Services & Facilities
- Permanent

**Job Description**:
**The role**

**Job Purpose**

The Office Manager is a critical role for the Riyadh office with the responsibility of managing a large business operations team that delivers a range of key business services including administration and secretarial, facilities and front of house.

The role is responsible for the Riyadh office and works closely with the General Manager and wider business services team to ensure the smooth running of operations.

Clients sit at the heart of our global strategy and increasingly business services play a vital role in delivering an exceptional client experience. The Office Manager will proactively identify opportunities where the business operations team can add value.

Our Best Delivery programme is focused on driving value for our clients which for this role means working closely with their team to champion continuous improvement and embrace new ways of working.

**Key Responsibilities**

**Team Management**
- Responsible for the recruitment, management development and retention of the full business operations team.
- Managing service quality through ongoing feedback from key stakeholders, resolving any issues as they arise and developing best practice and facilitating continuous improvement.
- Act as a broker between the business operations team and the wider business services team to ensure minimum regulatory or policy standards are being adhered to.
- Bring together the business operations team to identify and adopt ways of working that support the Best Delivery initiative.

**Projects**
- Co-ordinate with key Best Delivery stakeholders across the Firm on global projects, providing necessary resource and ensuring involvement and progress of projects to completion.

**Office Management**
- Work with HR team on the logistics of on-boarding all new joiners including the trainee intake.
- Responsible for the compliance with Health and Safety policy.
- Co-ordinate ongoing seating allocation and floor plan management, ensuring health and safety of employees.
- Upon request initiate ergonomic work station assessments.
- Co-ordinate and manage service provision with other service providers, including document production, print room and print services, courier services and services provided by the global shared service centre (GSSC).
- Manage the local relationship with the firms travel provider Danata.
- Manage all facilities in the office, including kitchen, washrooms, workspace.
- Manage all business operations including reception, drivers’ shifts, client documents delivery.
- Responsible for office events, securing the right vendor for catering.

**Facilities and Administration Management**
- Acting as a "champion" that is responsible for the design communication and monitoring of the environmental performance practices.
- Key point of contact for office Landlords on contractual and policy compliance, renovation, and maintenance work.
- Manage staff accommodation and lease agreements for office apartments and cars
- Manage the cost and quality of catering supplies across both offices.

**Invoicing, Budgeting and Reporting**
- Monitoring and sign off of all invoices from business services related suppliers, ensuring compliance to current contracts.
- Together with the Finance Department and the GM, prepare yearly budgets and quarterly forecasts, other cost analyses and investment proposals as needed.
- Report to stakeholders on key performance indicators and benchmarks aligned to business priorities.

**Qualifications**:
**Your experience**

**Experience**:

- Significant experience both managing and leading a large team.
- Experience of working with a diverse stakeholder group based locally and globally.
- Ideally experience working in a legal or professional services environment.

**Skills**:

- Excellent verbal and written communication skills
- Organised and proactive.
- A positive role model, leader and motivator.
- Proven ability to:

- Develop strong working relationships with and influence senior stakeholders as well as influencing at all levels.
- Focused on providing outstanding internal and external client service.
- Strong technical team management experience.
- Experience managing complex operational issues, working closely with procurement and travel teams both regionally and globally.
- Proven experience in acting as a bridge between all teams and stakeholders.
- Experience of managing customer engagements and expectations and able to quickly establish credibility with clients, colleagues, and senior management.
- Evidence of working in a high-pressured operations environment.
- Discretion and reliability.
- Excellent time management skills.
- Enthusiastic, self-motivated, flexible and adaptable.
- Thorough working knowledge of Word, PowerPoint, Excel, Access and Outlook.

Company Description

**Who we are**

AS&H Clifford Chance provides a market-leading legal offering for Saudi a

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