Office Manager

The role

Reporting to the Head of Property and Workplace, this position works alongside partners within the office to ensure the provision of best practice support in Property and Workplace.

Liaising with HR, the regional Property and Workplace team and other local business service heads, where necessary to facilitate the smooth running of the office in line with DLA Piper standards and practice.

Responsibility for the provision of efficient office facility services, office health & safety, management, and leadership of all Property & Workplace staff. Areas of management include mail and print services, archiving, catering, and reception with a key focus on delivering a quality client service. Driving local environment and sustainability initiatives and ensuring office compliance with the firm’s Environment & Sustainability Certification. 

MAIN DUTIES AND RESPONSIBILITIES

Key relationships:

• Country / Office Managing Partner
• Head of Property and Workplace
• Legal and business services staff
• It is essential the incumbent is a strong team player who can be flexible and work across all practice and support groups to meet the business needs at hand.  Other key stakeholders include HR, Marketing, IT, Finance, Responsible Business, and the wider P&W team including managers in other offices. 

Leading and business management:

• Acts as a single point of contact for the management team on P&W related issues, works collaboratively with staff to deliver the best solutions for the business.
• Actively identifies gaps, recommends and implements changes necessary to address risks and improve business processes, working with specialist areas as needed.
• Preparation and management of the annual Property & Workplace budget, including monthly monitoring and quarterly reforecasting.

Development & Performance Management:

• Provides coaching to P&W staff to encourage effective communication and objective problem resolution. Manages complex employee relations in consultation with HR, drives resolution in line with legislation and internal policies.
• Facilitates the annual Performance Management process for P&W staff.
• Working closely with the local Reward Manager to manage the annual salary review process for P&W staff.

Premises and Occupancy:

• Consult with Building Management on all security, tenancy and building maintenance issues and keep Partners and staff informed.
• Ensure sufficient office space and supervise office alterations, office moves and office expansion in consultation with the Head of Property & Workplace
• Liaise with the Operational Risk team to ensure relevant insurances are maintained and relevant insurances provided to the Landlord.
• Consult with building management to ensure compliance with building Emergency Evacuation procedures.
• Recruit required number of first aiders and floor wardens from within the business to meet Health & Safety requirements, including arranging first aid training as necessary and ensure participation in building evacuation training. 

General office duties:

• Day to day operational management of the office, including:

       –   procurement of office supplies, furniture, equipment, stationery (including business cards) and consumables, groceries, flowers,
       –   general office maintenance and repairs (including security),
       –   office relocations,
       –   management of office events,
       –   health and safety requirements.

• Obtain and maintain corporate rates for hotels in South Africa.
• Annual renewal of private bag and collection of post.
• Maintain an up-to-date list of suppliers and their contact details, including monitoring and regular liaison.

Environment & Sustainability:

• Support the firm’s sustainability goals and implement initiatives locally.
• Submission of relevant local data into Sphera system to support international reporting against the firm’s sustainability goals.
• Ensure office compliance with the firm’s ISO14001 related processes, including participation in audits and ensuring there is an annual review of all records, reports and registers and effecting any remedial actions necessary to ensure ongoing improvement and compliance.

Front of House (Reception & Catering):

• Oversee and Manage reception and catering functions.
• Hiring of crockery and equipment for events and meetings as necessary.
• Manage / oversee catering arrangements for Friday office lunches and client events / meetings.

ABOUT YOU

• Background in Law firm or professional services firm an advantage.   
• Strong stakeholder management, influencing, interpersonal and communication skills essential.
• Strong understanding of premises operations, and the experience (or desire to improve) how we provide operational services to the business.
• A positive attitude, a strong, honest and supportive team player with the ability to work autonomously whilst working as part of a team.
• An ambition to run an exceptional P&W offering, and constantly challenge and improve how we do things. A collaborator able to work autonomously.
• Good level of commercial awareness and business acumen
• Possess strong and thorough knowledge of facilities maintenance and the built environment.
• Able to develop good working relationships with all levels of staff across the location and region.
• Demonstrates flexibility, leadership, initiative and a willingness to take responsibility.
• Able to manage costs to a budget.
• Able to work weekends (if required) or outside of normal office hours when property related issues arise, or property related projects must be completed out of hours, to avoid business interruption.
• Strong skill in Microsoft Work, Excel, PowerPoint etc. 

ABOUT US

DLA Piper is a global law firm with lawyers and business service professionals located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

OUR VALUES

In everything we do connected with our People, our Clients and our Communities, we live by these values:

• Be Supportive – we are compassionate and inclusive, valuing diversity and acting thoughtfully
• Be Collaborative – we are proactive, passionate team players investing in our relationships
• Be Bold – we are fearless and inquisitive, challenging ourselves to think big and find creative new solutions
• Be Exceptional – we are strategic and driven, exceeding standards and expectations

DIVERSITY AND INCLUSION

At DLA Piper, diversity and inclusion underpins how we live our values and everything we do. We believe that everyone has a voice, and that everyone’s voice counts. We know that the rich diversity across our firm makes us stronger, more innovative and creative, which helps us to better serve our clients and communities. We are committed to providing an inclusive working environment and culture across our global firm, where everyone can bring their authentic self to work.

Diversity of perspective, thought, background and culture combine to make us the leading global law firm; that’s why we actively seek to build balanced teams. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

HYBRID WORKING

We recognise that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

PRE-ENGAGEMENT SCREENING

In the event that we make an offer to you, and where local legislation permits and where relevant, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and work-related references.