This job is with Kennedys, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.
Kennedys is seeking a passionate Office Manager to join our inclusive, collaborative, and friendly office, based in the heart of Melbourne on a permanent basis.
Our contemporary Melbourne office, which first opened its doors in 2017, has experienced remarkable growth in recent years and now proudly houses a vibrant team of 100 dedicated professionals.
This role presents an exciting opportunity for a true people person to become an integral part of our dynamic team, contributing to our positive workplace culture while ensuring smooth daily operations.
Key Responsibilities
Oversee and improve all administration processes and functions for the Melbourne office
Implement effective archiving and storage of files for the Melbourne office both offsite and whilst files are in the office
Maintain up to date records and adhere to the essential competencies and Service Level Agreements for the role
Ensure confidentiality and security of all practice and client's documentation and all information
Procurement of office equipment and supplies in accordance with agreed budget
Responsible for security, utilities, and general office upkeep across the Melbourne office
Ensure that all new joiners' workstations are clean, tidy and they have all the relevant equipment to carry out their role
Manage and maintain all Health and Safety requirements, including maintenance of safety equipment, introduction and training of First Aiders and Fire Wardens
Deliver WHS and office administration new joiner induction and training for new joiners
Manage the relationship with building management for the Melbourne office
Manage the Receptionist and Office Assistant(s) in the Melbourne office, providing mentorship, guidance and delegating work
Liaise with the Sydney Office Manager to oversee the building, professional indemnity, management liability, travel, crime, public liability and workers compensation insurances
Manage the renewal of Lawyers practicing certificates across Victoria
Be responsible for the Melbourne office ISO accreditations in conjunction with the UK teams
Be responsible for the reception desk and its cover during office hours, utilising appropriate resource within the office to provide a professional reception function
Maintain the high standard of service offered to the Firm's existing clients and to assist in creating and developing the professional reputation of the office and Firm
Track and communicate visitors from other Kennedys offices
Who We Are Looking For
A genuine team player who thrives when creating a warm and welcoming environment for our staff and visitors alike
A true people person who enjoys being the main point-of-contact and problem solver for anything facilities or front-of-house related
Previous experience in a similar role of Office Manager, Facilities Manager or Practice Manager - preferably in a law firm or professional services environment
Previous project management and leadership experience is preferred
A natural communicator who can build relationships at all levels, on a national and local basis
Well organised in approach with the ability to adapt to change
PLEASE NOTE : If you are interested in this opportunity, please apply directly to Kennedys. We are not currently accepting applications from recruitment agencies for this position.
Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.
About Kennedys
Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,750 people worldwide across 48 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.
Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.
We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.
What do we have to offer?
We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.
Our culture and values form a big part of who we are and we take them seriously. We make a difference by being approachable, straightforward, supportive and distinctive. Our values are at the core of who we are and what make us a great firm to work with and for.
The Firm recognises the value of investing in our people's development and believes our culture and values contribute to the quality of our work and of our client relationships. With a culture of on-the-job and experiential learning, peer to peer learning, mentoring, resources and tools that enable you to drive your career, we can support your development in your current and future roles. A variety of other opportunities are available including secondments to clients and our global offices.
We strive to celebrate diversity, empower our people and ensure everyone can bring their authentic selves to work. We've created a culture based on client service, professional excellence, hard work and trust, where diversity, equity and inclusion (DE&I) is a key priority. We recognise that many of our people want to work for an employer that is aligned to their values, which is why we are building an inclusive culture, decarbonising our operations and supporting our people to thrive at work. Our people are the key to driving this change and helping us to make a difference to our clients, our people and the communities in which we live and work.
Kennedys is an equal opportunities employer and is committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection and Quality Management, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested.