Human Resources & Office Manager

Withersworldwide

Job title: Human Resources & Office Manager

Reports to: Office Managing Director

Other reporting lines: Informal reporting line to Head of HR (APAC) (based in Singapore) and

Global Head of Workplace Strategy, Facilities (based in London)

Location: Hong Kong

About WithersWorldwide

A law firm focused on people and collaboration

For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives.

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes.

Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future.

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones.

We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

What are we looking for?

We are now recruiting a Human Resources & Office Manager for our Hong Kong office.  Supported by a Human Resources Advisor and a Facility Officer, this role will provide both Human Resources advisory and operational support to 14 partners as well as approximately 80 staff including fee earners and non-fee earners in the Hong Kong office.

The Human Resources & Office Manager is a 'people-person' and is skilled in managing the day-to-day Operations and HR requirements in Hong Kong. This position suits an experienced Manager with strong people, communication and problem-solving skills, all developed within an international law firm environment. In this role, the incumbent will be responsible for the management and development of the business services team.

Areas of focus and responsibilities

HR Management

Working alongside the Head of HR APAC (who is based in Singapore) and the London HR team, the HR & Office Manager will be responsible for establishing a high-quality HR presence withing the Hong Kong office. This includes, but is not limited to:

Generalist

• Responsible for all aspects of the human resources function
• Provide generalist HR advice and support to the partners and support function managers to enable them to manage and develop their people.
• Advising and supporting on all employee relations issues, including performance management, flexible working requests, disciplinary and grievances
• Support in the management of new joiner processes
• Manage off-boarding processes
• Preparing correspondence and contractual changes as required
• Managing the annual the mid-year and annual performance review appraisals
• Working alongside the Head of HR (APAC), other HR Manager(s) and the Regional Divisional Leaders to support the headcount planning process, providing knowledge and advice to team structure and divisional needs

Developing our people

• Ensuring effective talent management of people within nominated Divisions; including overseeing the annual appraisal process, identifying secondment opportunities, assessing and advising on technical and practice management skills development for the fee-earning and support teams

Compensation and benefits

• Working alongside the Head of HR for the region, support in the preparation and coordination of the annual salary review and bonus process for the Hong Kong office
• Maintain knowledge of the local market and continually assess & review our financial rewards and benefits to ensure we remain competitive on recruitment, retain and motivate high calibre individuals
• Provide input and advice in the annual review of the office's benefits and wellbeing offerings, providing market research, knowledge and staff feedback as appropriate

Process and compliance

• Support with the business planning and budgeting processes for the Hong Kong office, including monitoring and reporting on annual budget and headcount planning
• Ensuring full compliance with employment law through effective application of HR policy and procedures
  • keep abreast of policies and procedures within other Withers offices, look for opportunities to provide a consistent and aligned approach
• Contribute to the annual HR budget setting and oversee/authorise expenditure

Employee engagement

• Investigate, develop and manage a Withers APAC mentoring programme, with consideration to similar programmes in other Withers offices and the specific needs within this region
• Support and manage any firm employee satisfaction survey, including preparation, communications, reviewing data and liaising with the business on future planning
• Employee wellbeing.  Working alongside the HR teams, and in line with employee benefits, identify and manage opportunities to bring wellbeing initiatives to the APAC offices.
• With the regional support of the Head of HR (APAC) and key stakeholders in each of the APAC offices, provide support and guidance to the regional employee affinity networks – Pro bono, Giving Back, Communications Business Sustainability and D&I:
  • providing support to the networks as needed
  • identify opportunities to join up both regionally as well as globally
  • develop and roll-out strategies to engage employees across the networks

Support to the wider HR function and projects

• Engage and support the Talent Acquisition Manager, in the recruitment of all legal, support and secretarial roles for the Singapore office as well as provide support to the trainee programme where required
• Attend and be involved in regional and global HR team meetings/calls as required.
• Through the day-to-day partnering within the business, and in collaboration with the wider Hong Kong HR team, seek and create opportunities to innovate and engage our people.
• Support the International Head of L&D and Head of HR with the identification development needs and provision of professional development training including monitoring the budget, managing attendee lists
• Actively look for opportunities to collaborate on global and regional projects.
• Undertaking ad hoc projects as and when required
• Benefits renewal process.

Office Management

• Manage the HK Operations support and secretarial staff, setting clear expectations, ensure ongoing provision of coaching, identify training and development needs and manage any performance or employee relations matters (with support from Head of HR APAC).
• Secretarial management

• Manage secretarial support and cover during periods of absence
• Identifying opportunities for training, workflow efficiencies and support structures

• Oversee general office operations to ensure the smooth running of the office
• Office/space planning

• In collaboration with the Director of Operations based in London, provide on-site support regarding the office lease and renewal as required

• Vendor & supplies management

• primary contact for all external providers, undertaking review of contracted arrangements
• establish and manage relationships with vendors, monitor vendor performance and negotiate and
• monitor contracts
• processing of payments for all office expenditure

• Working with a committee, help to plan and manage the office's social activities and initiatives including the annual Christmas party and Spring Dinner events.
• Assist with the annual budgeting process and monitor the HK office budgets/actual spend to ensure the office stays within budget

• Review the HK office's travel and accommodation policy and providers on an annual basis
• Work with London to arrange and renew the Firm’s insurance policies as required.

• Oversee records management function within the office including the file management process when people leave the firm
• Work independently with HK Law Society and ESSAR on documentation and updates.
• Management, delegation and assignment of workflow to the office Administrative Assistant(s) and/or Reception (where applicable) ensuring that coordination and execution of administrative projects and ongoing work tasks are accomplished efficiently and accurately

Experience

• Minimum of 5 years of relevant HR experience in a HR Generalist of business partner role within the legal profession or professional services sector
• Highly detailed and methodical approach to data integrity, record keeping and audit information
• High service delivery standards in every respect and the ability to win the confidence and respect of others
• Use of initiative in day-to-day tasks to ensure efficient ways of working with a keen focus on process improvement
• Able to prioritise, adapt to changing deadlines and to work under pressure
• Team player with a collaborative approach and working style
• Genuine interest in the development of employees and their engagement within the workplace
• Methodical and flexible approach
• High work standards and detail oriented
• Ability to develop strong working relationships with internal clients – must demonstrate strong interpersonal skills to build confidence, trust and respect amongst partners and managers
• Strong service orientation with attention to detail
• Good written and verbal communication skills
• Organised and driven to achieve efficiency
• Proactive, confident, tenacious, resilient and flexible
• HR professional qualification would be desirable
• Fluent English language skills and a proficiency in Cantonese would be beneficial

Skills and attributes

The HR and Office Manager is a 'people-person', experienced in partnering with the business and undertaking the breadth and depth that the HR function can bring.  This is a decision-making role and requires the incumbent to have strong facilitation, influencing and communication solving skills.  This position suits an experienced manager who enjoys working within the business, problem solving, developing talent as well as bringing forward a collaborative and engaged workforce

The Essentials

• Will be responsible for HR and Office management in the Hong Kong office
• Reporting to the Office Managing Director, with dotted lines to the Global Head of Workplace Strategy, Facilities and the Head of HR APAC. The incumbent will also have key lines of responsibility to the partners in the HK office.
• Flexible mobile working policy is on offer, however, given the nature and scope of the role, flexibility in availability is required
• 21 days annual leave + an annual "Wither's Day"

Information for Recruitment Agencies

WithersWorldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, WithersWorldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is the policy of WithersWorldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.