Mayer Brown

Office Manager

Job Post Information* : Posted Date 2 months ago(6/20/2022 12:40 AM)
ID
2022-4612
# of Positions
1
Pos. Category
Administration - Office Manager
Office Location
Singapore
Pos. Type
Regular Full Time

Overview

Mayer Brown is a leading global law firm with offices in 27 key business centres across the Americas, Asia, Europe and the Middle East. With approximately 200 lawyers in each of the world’s three largest financial centres — New York, London and Hong Kong — we are uniquely positioned to advise leading companies and financial institutions on their most complex legal needs. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry.

 

We are a collegial, collaborative and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support and development they need to grow, thrive and realise their greatest potential. We also encourage all our people to use their skills to support the wider community through our pro bono and community volunteering programmes. At Mayer Brown the principles of mutual respect, dignity and understanding are central to the way we work and help to provide an environment where diversity and inclusion are embraced.

Responsibilities

  • Responsible for the smooth operations of the office including mail services, records storage and management, stationary and other office supplies, office cleaning and facilities maintenance/repairs, office seating plan and equipment inventory, introduce best practices where appropriate
  • Plan and coordinate procedures / systems and devise ways to streamline processes, make sure alignment with regional processes where applicable
  • Handle office lease matters, fit out and maintenance; coordinate with landlord and office building management for any activities related to office lease
  • Conduct procurement, contract negotiation & renewal
  • Source, manage and review vendor services to ensure maximum efficiency
  • Monitor inventory of office supplies, furniture and office equipment, refreshments etc.
  • Arrange reception cover in the absence of the receptionist, including internal / client event coordination
  • Work with the IT team in Hong Kong to provide on the ground IT support
  • Lead business continuity planning (BCP) activities for the office
  • Prepare annual budget, monitor and control against actual expenditures
  • Work collaboratively with other support departments to facilitate cross office working as appropriate
  • Keep up-to-date with regulations and legislation in relation to facilities and other office management related matters
  • Perform ad hoc assignments as requested by management

Qualifications / Person Specification

  • Tertiary Education
  • 15 years proven experience in office administration and facilities management in a sizeable organisation
  • Excellent in Microsoft applications, especially in Excel and Word
  • Strong communication skills, good in written and spoken English
  • A strong team player, pro-active, self-motivated and independent
  • Detail-minded and ability to meet deadlines
  • Positive thinking with “Can do” attitude
  • Good negotiation and influencing skills
  • Excellent organizational and multi-tasking abilities

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