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 let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.