Office Manager

J

ob Description A

l Tamimi & Company’s Management department is responsible for monitoring, evaluating and controlling all operational aspects related to the firm’s long and short term strategic objectives and vision. T
he Office Manager ensures that all aspects of the office’s operations are run smoothly and efficiently; working in close collaboration with the Head of Office and the Director of Administration; and serves as the administrative liaison between the Head of Office and different internal and external stakeholders. T
he role requires a commercial, service-oriented, professional who understands and will promote the office objectives and services, and will form a fundamental part in enhancing the current operations and procedures. The role is client and employee facing with the responsibility of dealing with clients, staff, suppliers and consultants. T

**uties & Responsibilities
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he Office Manager’s core responsibilities include but are not limited to: O

perational responsibilities: O
- verseeing and controlling the daily operations of the office, including managing and coordinating work stations, parking allocation, security access cards and general supplies for the office, such as stationery, kitchen provisions, and equipment needed for the office operational activities. (Administration) P
- reparing key messages and drafting communications to be shared with the office staff and different stakeholders. (All Business Services Units) C
- ollaborating with the Head of Office on making recommendations to change in relation to current procedures and services in order to increase efficiency and ensure continuous operational improvement. (All Business Services Units) A
- dhere to the company policy on a green and sustainable environment by reducing waste of paper, electricity, eradication of plastic, etc. C
- oordinating the office’s day
- to
- day operational activities with the Head of Office and Director of Administration, acting as a liaison between vendors, clients, support and business functions when required. (Administration). E
- nsure all SLA’s (Service Level Agreements) are compliant with Data Protection and saved in DMS. M
- anaging Reception and Administration team shifts, to ensure adequate cover at all times and the provision of a consistent and excellent customer service. (Administration). A
- ssisting in pre-event preparation with the Marketing Department, including managing booking, arranging travel, memberships and conference / seminar registrations, transport and accommodation in coordination with Travel Help Desk. (Marketing + Administration + HR) A
- ssisting in administrative and training related matters during the Life Cycle of Employment for office staff in coordination with the HR Department. (HR) C
- ollaborating with the Head of Office to identify, prepare and make recommendations on Business Development opportunities. (Marketing) C
- ollaborating with the Head of Office and Finance in preparing the office financial statistics reports for Partner’s and Management meetings and reviews. (Finance) S
- upervising, training and monitoring the office Administration and Professional Service staff to ensure delivery of excellent customer service to internal and external clients. (Administration) I
- dentifying and acting on opportunities to improve the efficient and correct use of IT available resources in the office and guiding staff to ensure the compliance with the firm’s IT policies and best practice guides for the office. (IT) D
- eals with office maintenance requirements in coordination with the Facilities Manager. (Administration) S
- upports the Head of Office and Head of Administration with the budgeting process, ensuring that required operational resources are included in the office budget. (Administration & Finance) L
- iaises with various departments and the Head of Office to ensure that time recording and billing deadlines for the office are met. (Finance) E
- nsures that all matter-related documents are filed on DMS (Document Management System) E
- nsures that lawyers are consistently contributing to the Knowledge Bank S
- upervising, managing and training secretaries in coordination with the secretarial service manager to ensure that resources are allocated and thus, excellent and reliable secretarial support is provided to the lawyers. (secretarial service) I
- n collaboration with the Head of the Office monitors and manages compliance and regulatory issues and changes impacting the office operations and clients. (Group Compliance) C
- ollaborates with the Head of Office to coordinate Cross-Selling and Cross-Training meetings and trainings to support knowledge sharing between the lawyers and the office practices. (Marketing + Knowledge Management) M
- onitors and safeguards the safe box containing any office valuables A
- dministers and processes all Petty Cash transactions within the parameters of the firm’s Finance Department policies and