Office Manager - Frankfurt

  • Job Reference: JO0000002191
  • Date Posted: 13 September 2021
  • Recruiter: Ryder Reid Legal
  • Location: Germany
  • Salary: On Application
  • Sector: HR, Office / Practice Management
  • Job Type: Permanent
  • Work Hours: Full Time

Job Description

Ryder Reid is working with a prestigious US law firm to recruit an Office Manager for their rapidly-growing Frankfurt office. The Office Manager will provide leadership and management for the office, and will implement the business aspects of the firm's strategic plan. Responsibilities for the Office Manager will be diverse, including but not limited to:

PRIMARY FUNCTIONS AND RESPONSIBILITIES

Personnel Management

  • Plans and directs the work of the administrative staff through direct reports in the areas of Human Resources, Information Technology, Secretarial Services, Facilities and Office Services, Financial Services/Billing and Library Services.
  • Ensures staffing levels are sufficient to support the practice groups while complying with firm guidelines
  • Provides leadership to administrative staff by: setting direction and priorities; ensuring balanced workloads; resolving internal staff issues; communicating all appropriate information; building effective teams; delegating as appropriate
  • Facilitates the development of staff by providing opportunities and support; regularly coaching, evaluating and recognizing staff performance and accomplishments
    • Compensation Administration
      • prepares annual staff evaluations for administrative staff
      • recommends compensation adjustments to OMP and firm management
  • Coordinates office social events

Provides direct support to Partners and Firm Management

  • Participates in office management committee meetings and/or partner meetings: prepares agenda, attends and participates in meetings, monitors follow up action items
  • Provides staff support and leadership for business planning and analysis
  • Coordinates new firm practices and programs
  • Provides firm management with regular input and analysis on administrative and financial matters
  • Attends and participates in monthly administrators' teleconferences and periodic meetings of firm administrators
  • Ensures adequate and appropriate support staff coverage within firm and office guidelines
  • Evaluates and recommends changes in support staff structure to correspond to changing lawyer requirements
  • Provides Regional Director, Firm Administration with information, analysis and recommendations on developments affecting the office

Financial Management

  • Plans, develops and manages the annual office budget
  • Reviews and approves administration expenses
  • Monitors expenses; determines and communicates variances to the OMP and the Regional Director, Firm Administration
  • Identifies ways to reduce expenses to ensure cost effective operations
  • Negotiates, approves and manages equipment purchases, services and contracts; acts as firm liaison with vendors

Facilities Management

  • Oversees leases and subleases, including analysis of space requirements, lease payments, construction supervision and space modifications
  • Acts as liaison with landlord regarding leases and subleases
  • Manages the physical facility, including vendor and supplier contracts
  • Establishes security standards and procedures
  • Plans and prepares for office disasters and emergencies
  • Assures compliance with safety/ergonomic regulations
  • Organizes hygiene/first-aid facilities

Systems Management

  • Establishes policies and procedures to facilitate the efficient operation of all automated and manual administrative systems
  • Teams with Firm IT to analyze legal and administrative staff IT requirements, and implement appropriate solutions
  • Oversees IT training and development of staff
  • Manages any outsourced services (e.g., duplicating, fax, etc.)

Firm Policies and Procedures

  • Ensures compliance with firm policies and procedures, including interpretation, communication, administration and implementation
  • Communicates frequently with office and Firm management

The ideal candidate for the Office Manager role will have strong management experience within a law firm. Fluency in German and English is beneficial. You will have extensive experience of developing and motivating staff and demonstrable experience in administering budgets. You will have gravitas and the proven ability to work effectively with senior individuals. You must be able to function in a collaborative and collegial environment, and have a service focussed mind-set. A flexible, adaptable and hands-on approach is required along with a friendly and helpful demeanour.