Office Manager
We are looking for a Law Firm Manager/Office Manager to oversee the day-to-day operations and administration of the firm. This role is responsible for ensuring the smooth running of the office, supporting management in operational planning, and coordinating internal processes across administration, staff support, finance follow-up, facilities, and general firm management.
As the firm also handles PRC-linked and cross-border matters, the role may involve supporting internal coordination relating to the China desk, including communication follow-up, document handling, scheduling, and administrative liaison with Mandarin-speaking clients, contacts, or counterparties where required.
The successful candidate will work closely with the partners and team members to maintain an organised, efficient, and professional working environment, while also improving internal systems, policies, and office coordination.
Key Responsibilities- Oversee the daily operations and administration of the law firm
- Manage office facilities, supplies, vendors, maintenance, and general office upkeep
- Coordinate staff attendance, leave records, onboarding, offboarding, and internal administrative matters
- Support recruitment coordination, interview arrangements, and employee record management
- Monitor internal workflows and ensure proper implementation of office policies, SOPs, and reporting lines
- Assist with billing coordination, invoice follow-up, reimbursements, petty cash, and administrative finance matters
- Liaise with external service providers, building management, IT support, and other vendors
- Maintain proper filing systems, records management, and confidentiality protocols
- Prepare simple operational, staffing, and administrative reports for management
- Support firm events, meetings, internal initiatives, and profile or administrative updates when required
- Assist in administrative coordination for PRC-linked / China desk matters, including scheduling, follow-up, internal communication, and basic liaison with Mandarin-speaking contacts where necessary
- Support management in handling cross-border administrative matters and coordination involving Chinese clients, business contacts, or counterparties
- Identify operational gaps and propose practical improvements to enhance office efficiency and team coordination
- Possession of a Diploma or Degree in Business Administration, Management, Human Resources, or a related discipline
- Previous experience in office management, operations, administration, or a comparable managerial position
- Experience within a law firm or professional services setting is considered beneficial
- Excellent organizational and coordination abilities with the capacity to effectively manage various tasks simultaneously
- Strong interpersonal and communication capabilities
- Capability to work independently, apply sound judgment, and uphold professionalism consistently
- High level of responsibility, confidentiality, and meticulous attention to detail
- Proficient in Microsoft Office, particularly Excel, Word, and administrative reporting tools
- Competent in managing vendor relationships, staff coordination, and operational follow-ups in an organized manner
- Candidates who have experience in HR administration, finance coordination, or managing internal processes will be at an advantage
- Fluency in Mandarin is highly advantageous, especially for coordination with PRC-linked or Mandarin-speaking individuals
- Experience in cross-border coordination or support for a China desk will be considered an asset