Office Manager

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.

The Role

Under the general supervision of the Office Managing Partner, and according to established policies and procedures, the Office Manager shall be responsible for the day-to-day operation of the BVI office. 

Areas of Focus and Responsibilities

Office Management

• Monitoring BVI regulatory matters including annual trade licence and liaising with the BVI government staff on behalf of the office.
• Ensure the safety and security of the office.
• Ensure the general upkeep of office facilities, including the hallways, reception area, and conference room. 
• Arrange for cleaning services. 
• Be the point of contact for all external providers.
• Manage mail, taxi and courier services.
• Work with and co-ordinate suppliers to ensure the smooth running of telecom, IT and other office equipment.  Liaise with the IT team in the London Office and local provider (if any) regarding IT equipment, troubleshooting and IT-related purchases.
• Purchase of necessary office supplies when needed, such as ordering furniture, IT and other equipment as well as general supplies.
• Coordinate front of house function including overseeing the reception and telephones. 
• Ensure meeting room is appropriately serviced and set up (including video conference and seminars).
• Attend internal and external training sessions and train those in the office as necessary.

Human Resource Management

• Liaise with relevant parties to ensure office and IT equipment is set up for any new joiners.
• Support the management of any leavers.
• Maintain accurate and up to date records of all absence and holiday and coordinate the overtime records in the office.
• Assist in the coordination of secondees and/or visitors to/from the BVI office. 
• Manage the process for new work permits and renewals and liaise with the relevant state bodies.

Finance Management

• Process monthly billing, run matter balance reports and distribute bills to clients.
• Liaise with clients on overdue bills.
• Work closely with the firm’s New Haven (Connecticut) office to ensure monthly bills are processed and paid and to request cheques for office purchases.
• Being responsible for petty cash, court filing fees, court and company searches and other disbursements.
• Liaise with the bank to obtain petty cash, process transfers and pay in cheques and cash.

Marketing Management

• Plan and co-ordinate local marketing events such as in-house lunches, dinners and seminars.
• Maintain and update a local marketing list and distribute local mail shots.

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content and requirements for the performance of this job and, as such, the role may include the undertaking of additional tasks as required.

Key skills and experience

• Previous experience as an Office Manager within a law firm or professional services is preferable.
• Ability to communicate effectively with management, lawyers and support staff across the firm.
• Solid understanding of the BVI market.
• Flexibility to adjust working hours to meet operating needs.
• Self-starter with the ability to work well independently and under instruction.
• Well organised and able to multitask in a busy role.
• Proactive.
• Demonstrates initiative and creative problem-solving skills.
• Excellent written and verbal communication skills.
• Remains calm under pressure and responds well in high pressured situations.

For further information, please contact Recruitment Team.

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 age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race (including colour, nationality and ethnic and national origin), religion or belief, sex or sexual orientation.    

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