Office Services Manager, Hong Kong

The Role

Reporting to the Regional Chief Operating Officer, the Office Services Manager oversees the day to day running of the operations of the Hong Kong office including the Practice Support and Office Services Functions.

KEY RESPONSIBILITIES:

• Oversee the Practice Support Function (Practice Support Coordinator (PSC), Document Production and Practice Assistants).
• Support and guide the Legal Support Supervisor to manage PSC  allocations, leave cover and workload planning as well as ensuring excellent service provision to legal professionals.
• Responsible for regularly reviewing the legal support service levels suggesting new ways of working and adjusting as appropriate.
• Responsible for the selection and recruitment process for new PSCs.
• Manage the Office Services team who provide front of house, catering, facilities and administration services across.
• Responsible for managing feedback and addressing performance management issues in line with the Firm's policies.
• Manage the day-to-day operation of the office ensuring all facilities services are operational and effective and that the offices provide a safe and comfortable environment for the team to operate within.
• Manage the office procurement strategy, policy and process ensuring compliance with global, regional and local firm policies.  Ensure updates are applied in line with global procurement systems as appropriate and comply with reporting and audit requirements. 
• Monitor office expenditure and carry out regular reviews of supplier contracts. This includes all provisions from stationery/office supplies to catering provision, as well as major corporate suppliers and outsourced providers (e.g. printing, storage, etc) whilst ensuring compliance with finance and procurement policies and implementing cost reduction strategies where appropriate.
• Oversee local insurance policies and coordinate with global teams to ensure inclusion and compliance to relevant global policies. Ensure timely reporting and renewal of insurance coverage.
• Manage operational aspects of office leases, including relationships with building managers and understanding, developing and implementing the components of lease operating manuals to ensure compliance with building management regulations.
• Manage and assess office space requirements and oversee the facilities management (including lease compliance) of the office in conjunction with the RCOO.
• Manage and oversee tenancy refits and work with architects, contractors and building management as required, together with the RCOO and relevant project teams.
• Manage and oversee office / team relocations and ensure continuity of office systems for all staff.
• Maintain office efficiencies by planning and implementing office systems, layouts, desk allocations and equipment procurement.
• Ensure that appropriate business continuity plans are prepared and maintained and that appropriate risk management processes are in place.
• Actively review the current provision of services and facilities and make recommendation to the RCOO and Office Managing Partner where the potential for improvement is identified. This includes but is not limited to promoting the use of our Hubs for activities that may be more efficiently and cost effectively conducted offshore.
• Prepare environmental and premises reports as are required to be submitted periodically to global teams.
• Engage in cross-functional ad hoc projects as required and requested.
• Understand and be an advocate for the firm's responsible business initiatives and activities, including active participation in committees that have a direct impact on the facilities aspect of the firm's operations.

Your Experience

• Proven people management skills: interpersonal and team building skills are paramount in this role, with the ability to inspire trust with team members at all levels within the firm.
• Practical experience in office administration management as well as management experience, preferably in a legal environment.
• Practical experience of managing lease arrangements and obligations, and relationships with building managers.
• Project management experience, preferably around premises fit out and relocation.
• Enthusiastic, confident, intelligent with a capacity to deal calmly with complexity and work under pressure.
• Strong analytical and problem-solving skills.
• Ability to operate with minimum supervision, and to work cooperatively with all members of the network as required.
• Strong IT skills and awareness and understanding of current technologies.
• Superior communication skills both internally and with clients and stakeholders and strong problem-solving skills.
• Strong organisational skills with a capacity and willingness to cover tasks ranging from complex to routine.
• Good verbal and written communication.

Who We Are

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet.

Equal Opportunities

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here

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