Office Manager

To be considered for this role you must have prior experience in office management in a professional services firm (ideally a law firm). Purpose Lead the operations team on global and local operational standard related processes and activities. The role covers development and implementation of solutions based on business priorities. It involves liaison and communication across other functions’ advisors and managers, both regionally and globally. Key Dimensions Identify opportunities and contribute to managing change. Complexity – truly generalist multi-functional role. Key responsibilities and challenges Office Management - Lead the delivery of operational services across the UAE offices, ensuring a professional, efficient and client-focused working environment. - Ensure the smooth day-to-day operation of the Dubai and Abu Dhabi offices, maintaining high service standards and operational excellence. Liaise closely with the Riyadh office manager to ensure consistency of operations between the Middle East offices. - Review, develop and implement office procedures, policies and operational processes to improve efficiency, consistency and service delivery. - Monitor office expenditure and supplier performance, identifying opportunities for cost control and process improvement. - Oversee facilities management activities, including office maintenance, workplace services, space utilisation and office infrastructure requirements. - Lead relationships with landlords, service providers and external suppliers, including the negotiation, review and administration of contracts and service agreements. - Ensure office distribution lists, contact databases and operational records are maintained accurately and in accordance with firm standards. - Lead office-related projects and initiatives, ensuring effective planning, stakeholder engagement and successful implementation. - Collaborate with regional and global Operations teams to drive consistency, share best practice and implement firmwide initiatives. - Review procedures that impact the offices and make recommendations to increase efficiencies, including monitoring costs. - Assist with co-coordinating group functions. - Document Archiving follow the Firm’s risk guidelines in relation to storage of client documents. - Lead and support environmental sustainability initiatives across the Middle East offices, promoting responsible business practices and compliance with firm objectives. Prepare for and lead environmental audit with external auditors. - Participate actively in Corporate Social Responsibility (CSR) activities and office engagement initiatives. - Ensure travel service arrangements remain aligned with firm policies and risk management requirements - Hotel Accommodation: Liaise with preferred suppliers to negotiate corporate rates and maintain relationships – carry out an annual review of hotels for our corporate rates. Regulatory Business Continuity and Risk - Maintain the UAE Business Continuity framework, ensuring plans remain current, tested and aligned with firm standards. - Act as the local incident lead during business continuity events, coordinating response activities and stakeholder communications. - Ensure all local regulatory, licensing and statutory requirements are met across the UAE offices and that renewals are completed within required timeframes. - Manage the renewal of the Dubai Legal Affairs Department (DLAD) licence and other office licences as required. - Oversee the relationship with the DLAD and ensure mandatory training is booked in line with CLPD requirements, working with Learning & Development and Knowledge teams to ensure regulatory obligations are met. - Input on the internal training calendar to ensure annual regulatory compliance in conjunction with our Knowledge Counsel. - Coordinate the annual review and renewal of local insurance policies, working closely with brokers, insurers and Risk teams. - Lead regional security reviews and reporting processes, ensuring appropriate controls and mitigation measures are in place. Gather relevant data for premises reporting. - Ensure Health & Safety requirements, emergency procedures and workplace compliance obligations are maintained and communicated effectively. - Nominate local Fire Marshals and First Aiders and liaise with relevant teams to ensure appropriate training is kept up to date. People Management Team Management - Provide leadership, direction and support to the Operations team across Dubai and Abu Dhabi. - Clearly identify strategic objectives for specific areas where required. - Provide direction, guidance and feedback to team members in order to ensure a high quality service is delivered to the client groups and to develop the individuals. - Create a high-performance culture through effective objective setting, regular performance conversations and ongoing coaching and development. - Identify development opportunities and succession planning requirements to ensure org

Office Management: Lead the delivery of operational services across the UAE offices, ensuring a professional, efficient and client-focused working environment; ensure smooth day-to-day operation of Dubai and Abu Dhabi offices, liaising with Riyadh office manager for consistency; review, develop and implement office procedures, policies and processes to improve efficiency, consistency and service delivery; monitor office expenditure and supplier performance; oversee facilities management including maintenance, workplace services, space utilisation and infrastructure; lead relationships with landlords, service providers and external suppliers, including contracts and service agreements; maintain office distribution lists and operational records; lead office-related projects with planning and stakeholder engagement; collaborate with regional/global Operations teams for consistency and best practices; review procedures to increase efficiencies and monitor costs; assist with coordinating group functions; document archiving following risk guidelines; lead and support environmental sustainability initiatives and prepare for environmental audits; participate in CSR activities and office engagement; ensure travel arrangements align with policies and risk management; liaise with suppliers for corporate hotel rates and conduct annual reviews of hotels for corporate rates; Regulatory, Business Continuity and Risk: maintain UAE Business Continuity framework and act as local incident lead during continuity events; ensure local regulatory/licensing requirements are met and renewals completed; manage renewal of DLAD licence and other licenses; oversee relationship with DLAD and ensure training is booked per CLPD requirements; coordinate internal training calendar for regulatory compliance; coordinate annual review/renewal of local insurance policies; lead regional security reviews and reporting; ensure Health & Safety, emergency procedures and workplace compliance; nominate local Fire Marshals and First Aiders and ensure training is up to date; People Management: provide leadership and support to the Operations team across Dubai and Abu Dhabi; set strategic objectives for areas as required; provide direction, guidance and feedback to deliver high-quality service; create a high-performance culture through objective setting and coaching; identify development opportunities and succession planning.