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Office Manager (Singapore)

Position summary: The Office Manager is responsible for directing and managing various aspects of daily operations in the applicable office. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities:

Administration and Personnel Management:

• Help to create and maintain an environment that is reflective of Cooley’s culture, promoting high morale and encouraging workplace productivity, efficiency, motivation and overall effectiveness.

• In conjunction with HR, set, monitor and control conditions of employment.

• Oversee direct-report functions of office administration, secretarial and facilities/office services roles.

• Monitor employee performance in the office and coordinate with HR and applicable department leadership regarding concerns. Immediately escalate any concerns that will seemingly result in an investigation and/or compensation and benefit concerns to central HR.

• Work closely with HR on performance management for direct reports.

• In consultation with HR, counsel and discharge employees as necessary. . Issue departure policy emails to employees who have resigned in the office and coordinate with HR on exit meeting logistics (where either the Office Manager, HR or both will participate).

• Address employee questions and concerns as they arise, and share regular updates with HR regarding same to ensure office management and HR are aligned at all times. If employee concerns and questions are routed through HR first, HR will regularly update office management to ensure both sides are aligned as well.

• Recommend salary changes for direct reports to HR during annual merit increase/bonus cycle.

• Monitor and regulate secretarial workload; maintain equitable staffing to maximize productivity and efficiency. Monitor and manage secretarial ratios to maintain reasonable levels as determined by survey/market data averages.

• Actively participate in the recruitment, interviewing and hiring for direct-report roles. Will also act as back up to HR in recruitment for other roles in the office, if needed.

• In collaboration with HR, help manage the onboarding and orientation process for the office, conducting the ‘welcome to Cooley’ portion of the orientation as well as other applicable sections.

• Act as point person in the office for general benefits questions, escalating to HR and central benefits team as required. May conduct benefit orientations for the office if required for backup. Elevate complex benefits questions or concerns to HR.

• Act as office Wellness Champion for firm “b.well” events.

• Participate on local diversity committee.

• Help to lead the office Cooley Cares committee to ensure service projects, fund-raisers and educational opportunities exist throughout the year.

• Coordinate functions to engage members of the office, including celebrations of birthdays, work anniversaries and other special events, and oversee office activity committees in offices where they exist.

• Respond to policy questions that may arise, coordinating with HR as necessary.

• Interact and collaborate with other departments as necessary to ensure coordination of events or meetings taking place in the office.

• Identify and implement methods to reduce cost and increase productivity in areas of responsibility.

• Network and stay current on operational and administrative market trends with peer law firms and corporate in-house legal operation groups.

• Act as subject matter expert in local labor laws and ensure firm adherence to same. Participate in calls with HR and outside counsel as needed.

• Manage ‘Way to Go’ program for the office.

• Create and send change forms.

• Some Workday entry as applicable (i.e., employee address changes that aren’t submitted through self-service).

• Assist with project to ensure all personnel files are in Workday vs in paper form.

• Order flowers for eligible bereavement situations or other applicable events and manage all other aspects of the staff relations budget for the office.

• Promote employee appreciation day(s) in the office each year and coordinate with HR on gifts for business professionals and paralegals in relation to the event.

• All other duties or projects as assigned by the Regional Director or Partner-in-Charge.

Facilities / Operations management:

• Work with the Regional Director to evaluate, select and coordinate miscellaneous outside vendors to provide office services such as transportation, printing, reproduction services, messenger services, catering, supplies and more.

• In coordination with Regional Director, direct operations of facilities, conference services/hospitality, and office services functions. This includes, but is not limited to, the following: reception area(s), mailroom and copy centers, conference services, building security, and all aspects of building maintenance, including landscaping, grounds, HVAC, electrical, plumbing, janitorial, security, life safety systems, electric vehicle chargers.

• Conduct RFPs for contracted services to ensure high quality service is provided at a reasonable cost.

• Supervise office facilities non-employee service providers (NESPs), if applicable.

• Ensure catering vendors provide efficient and cost-effective food services. Conduct research and RFPs on a regular basis to ensure our catering is competitive and resourceful. Negotiate contracts and renewals together with Regional Director, as needed.

• Hold regular business meetings and quarterly business reviews with primary vendors.

• Propose space plans and renovation in conjunction with current needs and future growth projections as determined by Regional Director, Partner in Charge, Chief Financial Officer and others working with project consultants as appropriate; maintain short and long-range space plans.

• Together with Regional Director, oversee office assignments, space planning, and T/I and renovation projects, working with consultants, architects, contractors and property management as needed. Oversee furniture procurement projects in alignment with firm’s practice and workspace strategy and support office operations team in any procurement projects.

• Possess & exhibit substantive knowledge of office leases, options, renewal dates, ROFO’s, etc. Keep real estate space sheets and other applicable database information up to date.

• Ensure the maintenance of files on current and former leases, subleases, rent invoices and all operational expenses and capital projects and calendar all appropriate deadlines and reminders.

• Oversee local employees in support and execution of firm’s life safety and security processes, as well as emergency response plan.

• Conduct ergonomic assessments for new hires and incumbents as necessary or requested. Coordinate with HR on any concerns raised related to ergonomics outside of the new hire workstation assessment stage.

• Liaise with landlord and building management regarding local facilities issues and compliance with building rules and reporting.

• Assess risks and hazards related to workplace injuries, mitigate as applicable.

• Assist attorneys with ad hoc projects as needed, including coordination of onsite client meetings.

Financial management:

• Prepare and maintain annual operating and capital expense budgets, including forecast of staffing growth. Review the monthly expense account detail report for applicable GLs for the office and prepare a description explaining variances from the annual budget.

• Monitor and control expenses, implement cost recovery systems as needed and maintain established cost recovery systems.

• Work with payroll team to aid in office payroll process, as applicable. Additionally, calculate (if necessary) final pay/taxes/etc. for departing employees and submit to payroll vendor for timely processing, based on final pay instruction details provided by HR.

• Create and analyze budgetary reports, occupancy reports and space sheets as requested by Regional Director and/or Chief Financial Officer.

• Review, approve and submit payments for assigned invoices and expense reimbursements.

• Provide necessary documents, information and reports for Accounting to complete the audit process with internal and external auditors.

• Manage local reconciliation process for travel, catering, and other collective vendor invoices in coordination with the relevant departments.

• Coordinate with HR on whether Office Manager or HR is budgeting certain items each year such as employee appreciation, wellness, etc.

General:

• Anticipate problems, develop and implement timely solutions, and plan for future in consultation with Regional Director and Partner in Charge.

• Provide responsive and efficient support and systems to meet attorney and client needs.

• Provide responsive management support and information to Partner in Charge.

• Participate in local strategic and tactical planning for the changing needs of the office to include: cost containment, quality control, risk management and organizational development.

• Maintain and develop relationships with banks, lenders, suppliers, payroll agents, building management to ensure high service levels exist.

• Manage any necessary immigration processes for new hires. Arrange work visas and liaise with vendors on housing matters, as needed.

• Work alongside the Travel Department to gather feedback, ensure proper training, and implement improvements to the firm’s local travel vendor/platform and policies.

• Maintain positive working relationship with the relevant regulatory authority. Prepare and submit necessary documents and registration on behalf of employees or partners.

• Manage / administer compliance reports, service agreements with vendors, control authorized signatures and company seal. Ensure safe keeping of contracts and important documents.

• All other duties as assigned or required

Skills and experience:

Required:

• After orientation at Cooley SG LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications

• Ability to work extended and/or weekend hours, as required

• College degree

• 5+ years’ office administration experience in escalating roles and responsibilities within a professional services firm, preferably a law firm

• Prior management experience

• Employment law/HR experience

Preferred:

• Previous law firm experience strongly preferred

• Previous lease negotiation and multi-floor office build out experience desired

Competencies:

• Flexibility in managing change; ability to advocate for, support and help integrate new technology and new workspace concepts

• Proven ability to identify and analyze complex issues and problems in management areas, and recommend and implement solutions

• Proven managerial skills with emphasis on ownership of high-quality standards and productivity

• Ability to work effectively with clients, co-workers, and others

• Ability to work unsupervised, under pressure, meet deadlines, and maintain flexibility with work assignments and schedule

• Professional demeanor a must

• Excellent written and verbal communication skills, attention to detail essential

• Ability to use initiative and to motivate a team

• Must be able to maintain confidentiality

• Time management skills essential

• Ability to handle complex and fast-paced environment

• Conflict resolution/mediation skills

Reporting to this position: Responsible for direct management of office-based legal secretaries, office services/facilities roles and administrative roles. Responsible for operational oversight of all office business professionals (whose first line of report may be to a local manager or department director), reporting concerns to their department director and HR.