Office Manager

Purpose of the RoleTo be responsible for the day to day running of the Bermuda office and to provide proactive and efficient office management support, working alongside a team of Partners, Lawyers and Business Services team. Principal DutiesOffice Management Take ownership for the delivery of efficient and effective systems and processes across the office, in line with Kennedys standard protocol. Seek and implement improvements to systems and processes to drive efficiency and high service delivery to clients. Responsible for office insurance policy renewal, lease management and coordinating repairs or improvements to the office space.

To aid the local implementation of new systems and processes including but not limited to technology. Management of local compliance including, but not limited to; management of annual Bermuda Bar renewals, including Certificate of Recognition, Practicing Certificate, Annual Audit Report and work permits Coordination of all office events including annual staff events. Responsible for any required reporting to the central Business Services teams. Recruitment/HR Manage team holidays, sickness, and other absence including the HR holiday online booking system, in conjunction with HR. Management of the support staff and administrative team.

Management of the recruitment and onboarding for new team members, including advertising and liaising with employment agencies. Complete all applications for Work Permits and manage all correspondence with the Immigration Department to ensure compliance with local legislation. Local management of the Employee Pension scheme and Medical Health plans. Manage local induction for new joiners and work experience students to ensure they are welcomed and inducted to the team's procedures and processes and have all the supplies and equipment they require on arrival (including PC's and telephones). Finance Arrange the Annual Trust audit and assist auditor as required.

Maintains the Corporate Binder for the Company. To be the main point of contact for the Bermuda office in relation to all finance-related matters, reporting directly to the relevant Group departments in the UK (and Bermuda Partners as appropriate). To ensure that the office carries out the required finance tasks across the month and at the month end, which may include general ledger posting, accounts receivable, accounts payable, disbursement payments, credit card and merchant facilities, staff claims and credit control. To process fee-earner expenses as requested. To assisting with the budget preparation and monitoring of budget.

To assist in managing all billings and collections issues in conjunction with UK teamsIT To be main point of contact for the Bermuda office in relation to IT matters, reporting directly to the relevant contacts in the UK (and Bermuda Partners as appropriate)Business Development Management of local office client events, working with our Business Development team to ensure the event is a success. Manage and assist with all charity events, including Relay for Life, give back days, and assisting the Partners with selecting Charity of the Year.

Office Services To maintain all subscriptions and licenses to online knowledge management services hard copy journals, newspapers and other publications. To maintain up to date records and adhere to the essential competencies and Service Level Agreements with vendors, managing renewal processes. Seeks to review contracts and services annually for improved services or reduced costs. Defines procedures for the Offsite storage facility ensuring files are accurately recorded and monitors the destruction of records. To oversee the receipt, sorting and distribution of incoming mail, with the Receptionist assistance.

Ensure confidentiality and security of all practice and client's documentation and all information To monitor and control Emergency Preparedness and Business Continuity as well as Health and Safety issues in the office and arrange necessary training for staff. General Office To support and practice the firm's core values: Being approachable, straightforward, supportive and distinctive. To undertake any specific training as and when required by the HR Department, supervisor or Partners of the firm.

To notify any security breaches to the Director of Facilities and, if they are IT related, the Director of IT To undertake any other duties and projects as requested. This is a developing role and the job profile is not exhaustive and may vary in line with changes in the team's objectives and firm policyPlease let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.