Purpose

• This role is responsible for the effective development, implementation and management of operations in the office in accordance with the firm's standards and ensuring they satisfy local statutory requirements.
• To lead and coach other members of the GO team to develop their knowledge, skills and competence.
• To provide guidance on best practice across the team.
• To monitor and drive forward global and regional best practice initiatives and make recommendations for change as required.

Key responsibilities

1. Office Administration

• Responsible for the smooth and efficient running and delivery of all Operations functions in the office in such a way as to meet the requirements of the partners and staff based in that office, and of the clients of the firm served by the office;
• Supplier and third-party relationships for all Operations functions (including commercial negotiations, agreement and review of service levels, escalation and resolution of problems relating to goods or services supplied, relations with public authorities, landlord(s), sub-tenant(s), other occupier, etc);
• Responsible for the office's international Operations' obligations, including:
  - ensure that the office implements and complies with the firm's agreed global and regional Operations' standards, policies and procedures;
  - promote co-operation between and the firm's other offices worldwide; and
  - provide management reports and information regarding the Operations functions
• Facilities/premises management including building services, procurement of office supplies, furniture and equipment
• Contract review or liaison with external contractors, including building contractors, couriers, landline/mobile phone service providers, travel agents, air carriers, hotels, serviced apartments, document storage company
• Oversee and administer general insurances (property all risks, business interruption, money, public liability, employees' compensation, computer all risks, household package and fidelity guarantee)
• Oversee administration of junk and speedboat licences, insurances, junk diaries, boat captain/ assistant and junk expenses
• Oversee and monitor operational services (reception, general office, pantry, document centre, float secretarial, and other general support services)

2. People

Leadership and co-ordination of operations including:

• providing advice, guidance, training and support to operations team in all aspects of their role
• co-ordination of regional operations where appropriate
• initiating and implementation of best practice initiatives and make recommendations for change as required

Line management responsibility for the staff working in:

• general office
• reception
• catering services team
• junk boat team

This includes ensuring the recruitment, development, feedback and assessment of all the above staff.

Resource planning and allocation of general services staff.

3. Compliance (Policies & Procedures)

• Office operations policies & procedures management (including complying to global standards, policies and procedures).

4. Budgeting and Business Planning

• Business planning and budgeting for Operations and monitoring actual spend to budget and reforecast
• Resource and headcount planning for Operations and secretarial resources
• Space planning for the office

5. Additionally, the role may support and manage Secretarial Services Team and Document Centre including the below.

Please note that the assignment of these responsibilities will be finalised and communicated with the successful candidate.

• Active involvement in management of the Secretarial Services Team and Document Centre to ensure agreed KPIs are met and reassessed as appropriate
• Develop and implement best practices across the Secretarial Services Team and Document Centre; and instill a culture of continuous improvement
• Be the point of escalation for operational and team issues
• Work with the HR Team to drive any resourcing requirements within the Secretarial Services Team and Document Centre
• Conduct regular discussions and run performance and salary/bonus processes for the team, liaising with partners, fee-earners and other key stakeholders, and collaborating with the HR team for successful implementation
• Highlight any issues to the HR Manager and senior management as required and manage any remedial action

Character

• Professional, approachable
• Strong organizational skills, detail-oriented
• Proactive approach with ability to remain calm and focused under pressure or tight deadlines
• Strong communication skills, both oral and written
• Committed and determined, with a can-do attitude
• Strong team player

Education / Qualification

• Degree (or equivalent)

Language

• Fluency in both oral and written English and Chinese
• Good presentation skills

Skills/Practical Experience

• Minimum 7 years of experience in an Office Administration and/or Operations role within professional services
• Experience in managing and supervising sizable teams and working with senior stakeholders
• Ability to challenge existing procedures and policies
• Strong MS Office skills and good overall IT literacy

Technical Skills:

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

Linklaters is a law firm which specialises in advising the world's leading companies, financial institutions and governments on their most challenging transactions and assignments. With offices in major business and financial centres, we deliver an outstanding service to our clients anywhere in the world.