Office Manager (Singapore)

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…