Office Manager

We are a leading international law and professional services firm providing legal, corporate and fiduciary services to global corporations, financial institutions, capital market participants and investment fund managers. With a global presence spanning the Americas, Europe, the Middle East and Asia, we advise on the laws of Bermuda, the British Virgin Islands, the Cayman Islands, Guernsey, Ireland and Jersey.

We treat everyone as the intelligent professional they are. Our approach is to trust and empower our people to deliver consistently, and enable them to succeed. Diversity is our secret weapon – it’s the sheer breadth of Walkers people that makes us who we are – gathered from across the globe and fluent in languages, jurisdictions and cultures that help us to mirror our clients and keep our own thinking in tune with the world in which we operate.

Overview Of Role

We are seeking an Office Manager to provide broad operational support to both the Operations team and the Dubai office as a whole.

The Office Manager is responsible for all non-legal, management issues arising in the course of the business of the office. In particular, the Office Manager is responsible for the following matters : -

Liaising with the OMP and senior support managers on a daily basis to highlight any management issues which may require addressing and to generally provide assistance to the Partners in relation to any matters remitted by them.

Working with the IT Analyst to ensure the IT requirements of the Dubai office are met as well as liaising with the firm’s I.T. Director and external advisers as appropriate.

Assisting with management and reporting on the accounts / billing of the office, working in conjunction with the Senior Finance Manager and Revenue Controller as well as the firm’s Group Finance Director.

Assisting with the preparation the office’s annual expenditure budget.

Duties, Responsibilities & Person Specification

Working with the Senior Finance Manager for the preparation of CIT and VAT, updating FTA records as appropriate.

In conjunction with the HR Executive, assisting with implementing existing and new policies as well as being a point of escalation for all HR queries, liaising with the Regional HRD as and when required. These duties include : working closely with global recruitment, training, disciplinary matters, payroll, operation of the DEWS scheme, remuneration, maintenance of personnel records, annual appraisals and any ad hoc projects as required.

Ensuring all CPD and maintenance of admissions are updated. Liaising with the Legal Affairs for registration and updates to licensing.

Liaising with the DIFC and DFSA to ensure compliance with all processes and procedures.

Managing the premises and facilities requirements of the office including liaising with the landlord and his agents in relation to the existing office space occupied by the firm, security of the building as well as the future office requirements of the firm and any parking requirements.

Managing the opening and fitting out of any new office space opened by the firm in the region.

Supervising review of AMC and supplier contracts, including ensuring all supplies and sundries are readily available when required.

Overseeing reception and office / facilities to ensure excellent client experience. Including preparation of boardrooms, meetings, catering.

Ensuring that all office procedures are complied with and that the office procedures manual is updated as appropriate.

Coordinating and supporting the implementation and maintenance of the Business Continuity Plan (BCP) to ensure business operations continuity. Working closely with the BCP Global team in risk assessments, developing and documenting procedures and assisting with recovery efforts.

Manage First Aid and Fire Marshal responsibilities, including recruitment, training coordination and maintaining compliance records.

Undertaking any special projects as directed by the Walkers Dubai partners from time to time.

Overseeing the legal secretarial management, working with the Team Leader to ensure seamless secretarial services.

Education, Skills & Experience

Solid background in Operations with at least 3 years experience in a management role in a similar sized or larger legal or professional services firm within the UAE.

Proficient in Microsoft Office Suite (Word, PowerPoint and Excel) and Office 365.

Proficiency with HRIS and other HR related applications.

Working knowledge of UAE / DIFC Employment Law and Health & Safety regulations.

Excellent written and verbal communication skills.

Capable of communicating professionally with stakeholders at all levels of seniority.

Strong organisational skills and the ability to prioritise work to meet deadlines and daily requirements in a fast-paced environment.

Excellent time management skills and the ability to take the initiative and be proactive.

Ability to work independently and with others to accomplish project objectives and to advance the department’s priorities.

Tact and diplomacy to deal with confidential matters.

Participate in continuously improving services through critically evaluating systems of work, promoting new ideas and actively developing service improvements.

Work in a flexible manner and respond to changing circumstances and emergencies, this requires a willingness to occasionally work outside normal working hours / days when requested.

Walkers global is an equal opportunity employer. Equality and diversity are key to our global identity and an integral part of our goal to continue being an employer of choice. We are committed to a work environment that supports all individuals irrespective of gender, ethnicity, nationality, race, religion, marital status, age, disability, pregnancy, sexual orientation, gender identity or any other applicable legally protected characteristics. We make every effort to ensure that employment opportunities are open and accessible to all purely on the basis of personal ability.

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