Office Manager

About us

Successful businesses rely on a unique set of ideas and people
. We help our clients protect and develop those vital assets, unlocking possibilities for future success. From iconic brands and leading multinationals to pioneering start‑ups, we are proud to work with a huge range of inspiring clients, helping them to turn their ideas into reality and get the best from – and for – their people. Our people are not only exceptional at what they do, they also enjoy doing it and consistently give their best to a firm they’re proud to be part of.

That stems from our firm culture and our ethos of bravery and kindness
. That ethos runs through everything we do, from our approach to recruitment, business practices, and DEI activities to the day‑to‑day environment in our office and our relationships with clients. With an internationally minded team of more than 800 working across key areas of law plus strategic partnerships around the world we’ve got both the combination and calibre of legal experts it takes to enable our clients businesses to thrive.

Whether it is providing global employment law advice, managing a global IP portfolio or piecing together a multijurisdictional corporate transaction, we are able to have the right people, in the right place, at the right time.

• Term type :
  Permanent
• Team :
  Employment
• Location :
  Belfast

Consistently top‑ranked amongst our peers for over two decades, we advise UK and multinational clients of all sizes, with most of our Partners independently rated as leaders in the field. Not only do we have the largest employment team in the UK, we have truly global reach as members of Ius Laboris, the world’s leading employment law alliance, and with our Asia Pacific base in Hong Kong and our Dublin offices.

We help clients realise the potential in their people and navigate their strategic HR and legal issues, with dedicated specialists in all areas of employment law and a track record of leading precedent‑setting cases on issues of the day.

The Office Manager will be responsible for the provision of day‑to‑day office activities and operations whilst also providing administrative and secretarial support to the fee‑earners and wider business teams based in the Belfast office.

• Ensuring fire audits, Health and Safety audits, Security audits, risk assessments, fire drills and routine checks are completed, deliver statutory compliance and recorded appropriately.
• Ensure physical security procedures are adhered to and communicated throughout the business.
• Manage training requirements for both Fire Wardens and First Aid support.
• Liaise with local Belfast vendors for supplies, services and subscriptions.
• Project manage office facilities actions from initial review to completion inc. supplier contact, costs, local/head office communications and follow up.
• Flagging and following up on any building or maintenance issues with the guidance of the Workplace Operations Team.
• Review and communicate office updates to ensure all staff are aware of impacts on office facilities.
• Management of support staff holiday scheduling. Authorise office holiday requests and flag any issues to the necessary team.
• Record and process incidents of absence for staff and update the relevant HRBP team where appropriate.
• Scheduling internal and external meetings and training / events; ensuring that all arrangements are in place and any required materials and documentation are prepared in good time. This will include setting up internal meeting-room (including catering, when requested).
• Oversee the despatch of mail, organising couriers and opening, sorting and recording of all in‑coming mail and the response to or distribution of same as appropriate.
• Greet clients and visitors in a helpful and professional manner, dealing with queries, if able, and ensuring messages are taken accurately and dealt with appropriately.
• Responsible for creating and maintaining effective electronic and hard copy filing systems and photocopying/scanning documents and maintaining and creating excel databases as required.
• Support the Regional Workplace Operations Manager by suggesting…