Luogo di lavoro:Città Metropolitana di Milano
Nome filiale:BANK. & INSUR. EXPERIS MI
Numero di candidati ricercati:1
International Law Firm
For an International Law Firm , wè re hiring an Office Operations & HR Manager based in Milan
This role is pivotal in ensuring the officès day-to-day operational effectiveness, compliance with local external requirements and integration in the Firm's processes and ways of working.
It will be critical that the candidate work effectively with the Office Executive Partner to ensure the right balance between managing office administrative issues well, whilst also consulting on anything where guidance or material decisions are involved. The candidate will also need to work effectively with the 5 office committees that provide key guidance and input into various aspects of the officès operations.
Duties and Accountabilities :
Office Management :
Be the go-to person for all office, building and services related items to do with the office - and pro-actively ensure the maintenance of a great workplace environment.
Manage local supplier relationships and office supplies, plus relationship with the owner of the building regarding the rent and maintenance of the premises.Ensure that office stationary, IT equipment and general supplies are maintained, and planned in advance.Manage office/ logistics on boarding process for any new joiners (e.g. pre-ordering laptop/phone to be available on first day of a new joiner) .
Manage office processes, ensure marketing materials are readily available for all business development activities (with help from central marketing), coordinate client functions and events and coordinate office social events.
Collaborate with colleagues from the wider Operations Team to ensure best practice and global processes and systems are adhered to compliance with global room reservation system processes. Manage the officès Corporate Social Responsibility program.
Collaborate with the global Head of Premises on all property related issues regarding lease events and fabric building works. Plan and execute any office or seat moves/space planning. Ensure that planned preventative maintenance regimes are in place to ensure asset and building fabric lifecycle .Work closely with the finance manager, plan and submit the annual office operations budget for the office manage and track this throughout the financial year. Manage office procurement and seek relevant pre-authorizations for all spend needed. Ensure correct compliance with any requirements imposed by local Bar Association.Ensure compliance with all Health & Safety requirements and comply with legislation to maintain a safe working environment .Ensure annual commercial insurances are in place for the office in conjunction with global policies - travel, buildings, contents etc. Manage the officès travel management policy
Ensure appropriate service/practices are in place for dealing with incoming and outgoing mail, printing, archiving and any other general office services. Manage any ad-hoc operations projects as required. Coordinate work and priorities with the Milan office facilities committee. Ensure that the client experience of anyone visiting the Milan office is of the highes standard.
Oversee all guest services activity and maintain standards in this respect (reception, switchboard, hospitality and events).
Human Resources Administration : Facilitate the recruitment process from end to end - ensuring compliance with global processes (e.g. use of Taleo recruitment system) and Firm approval requirements (e.g. approval by the global Recruitment Approval Committee) .
Ensure effective on-boarding of new employees. Administer all learning and development events, maintain Payroll /HR records i.e. leave, deductions and overtime. Ensure the office participates in, and meets all deadlines for processes relating to evaluations, salaries and bonuses.
Facilitate discussions and actions on employee engagement and provide feedback to the Partners.
People Management :
First line management of a number of direct reports with regard to all day to day deliverables (e.g. secretaries, reception) Provide on the job training to direct reports Responsible for the performance management and annual evaluations of all direct reports.
Work experience: 5 Years or more in an office management role ,
Fluency in Italian and English,
Human Resources experience a plus ,
a Law Firm or professional services background is strongly preferred
Proficient working knowledge of MS Office applications is essential .
Self-motivated and highly organized, strong judgment and ability to manage workload effectively and efficiently. Communication skills and ability to collaborate across teams.
Strong relationship management and interpersonal skills. High levels of integrity and performance standards . This role reports to Milan Office Executive Partner.
Experis è una compagnia eticamente responsabile. Il servizio è gratuito. I candidati ambosessi (L.903/77 - D.Lgs. n.198/2006) sono invitati a leggere l'informativa Privacy su www.experis.it Aut. Min. Prot. N. 1116 - SG - del 26/11/04.
Il titolare della registrazione e/o candidatura dichiara di essere a conoscenza delle sanzioni penali previste in caso di dichiarazioni mendaci o contenenti dati non più rispondenti a verità come previsto dal D.P.R. nº445 del 28.12.2000
Codice annuncio: NT001A2DE6