Job Title: Office Manager
Estrin Saul Lawyers is currently seeking an experienced Office Manager to contribute to the operational success of our dedicated team.
About Us
We are modern and dynamic experts in immigration law, with over 50 years' combined experience in providing clear, concise, and competent solutions for desired immigration outcomes. We specialise in all aspects of immigration law and have significant corporate, skilled, family, litigation, humanitarian, and health/disability practices.
Position Overview
The Office Manager plays a crucial role in ensuring the smooth functioning of Estrin Saul Lawyers' Perth, Adelaide, and Manila offices. This position requires a thorough understanding of the firm's operational processes, excellent communication skills, and the ability to collaborate effectively with diverse stakeholders.
Key Responsibilities
* Financial Management:
o Collaborate with Partners in overseeing budgeting, financial reporting, and billing processes.
o Ensure compliance with relevant financial regulations by collaborating with auditors, bookkeeper, and other financial professionals.
o Analyse financial data to identify trends, opportunities for cost savings, and revenue growth potential.
o Monitor and manage team and individual budgets, ensuring alignment with the firm's financial goals and objectives.
o Oversee payroll processing, ensuring accuracy, timeliness, and compliance with relevant tax and employment laws.
* Office Administration:
o Ensure office equipment is properly maintained and serviced.
o Manage office supply inventory, ordering new supplies as needed and ensuring adequate stock levels.
o Implement and maintain compliance with occupational health and safety regulations.
* Contract Management:
o Prepare, assess, and review applications, contracts, and agreements with external service providers.
o Prepare, assess, and review employment agreements, ensuring compliance with relevant employment laws.
* Human Resources:
o Assist with recruitment, onboarding, and performance evaluation activities in line with the firm's strategic plans.
o Assist with implementing training programs to enhance staff knowledge in line with the firm's strategic objectives.
o Maintain effective communication with the firm's external HR provider to ensure seamless coordination of HR services.
o Oversee Xero for accurate and up-to-date employee record management.
* Office Policy Development:
o Establish and maintain a comprehensive library of internal policies and procedures that adhere to legal requirements specific to the practice of law.
* Strategic Planning:
o Contribute to the development and implementation of strategic plans that drive the firm's growth and success.
* Data Management and Security:
o Assist with the implementation and enforcement of data security measures to safeguard sensitive client information and maintain confidentiality.
* Audit Coordination:
o Develop comprehensive annual audit plans addressing key risk areas within the firm's operations.
o Lead the execution of regular audits, ensuring findings are thoroughly analysed and issues are promptly addressed.
* Reception and Drafting Team Management:
o Provide overall direction and supervision for the Manila drafting and reception services team.
o Establish clear performance targets for the Manila team and regularly monitor productivity.
o Develop and implement targeted training programs for the Manila team to enhance their skills.
o Maintain open communication with the Manila team leader to proactively address operational challenges.
* Team Culture & Development:
o Embody and champion the firm's values, mission, and vision.
o Actively participate in firm-wide initiatives and events, contributing to a positive work environment.
o Foster a culture of open communication, feedback, and recognition among team members.
Required Qualifications:
* Bachelor's degree in a relevant field (Master's degree or higher preferred).
* Superior English proficiency.
* Unrestricted work rights in Australia.
Required Skills and Experience:
* At least 2 years' worth of experience in office administration/management.
* Experience in overseeing financial operations.
* Experience in managing human resources functions, including recruitment, onboarding, and performance management.
* Exceptional organisational and time-management skills.
* Excellent technical skills, including troubleshooting IT issues.
* Proficient in using Microsoft Office Suite, Xero accounting software, and various office hardware.
* Strong attention to detail and commitment to maintaining a clean and organised office environment.
* Exceptional problem-solving and decision-making abilities.
Salary: $75,000 per annum