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Office Operations Manager

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar Ali Bin Ali Full time

About the Role

We are seeking a highly skilled and experienced Office Operations Manager to join our team at Ali Bin Ali. The successful candidate will be responsible for contributing to achieving departmental objectives by creating and maintaining a productive work environment.

Responsibilities:

  1. Calendar Management: Manage calendars for senior management, ensuring up-to-date changes on a regular basis.
  2. Support Services: Provide general support to visitors and participate in meetings, taking minutes and communicating key points effectively.
  3. Document Preparation: Draft correspondence and other documents as required by senior management and legal counsels.
  4. External Interactions: Interact with external customers for document transmittal, follow-up, and coordination.
  5. Financial Management: Manage office expenditure and budgets efficiently.
  6. Inquiries and Support: Serve as the point of contact for all legal inquiries and requests, addressing employee queries regarding office management.
  7. Regulatory Compliance: Follow up with concerned legal counsel on updates of government regulations and laws to ensure full compliance.
  8. Record Keeping: Maintain and track all legal information/records/cases/projects at all times.
  9. Clients and Projects: Support legal counsels in interacting with clients and conducting research and investigations in support of legal matters.
  10. Reporting and Updates: Provide legal updates to all departments and divisions, organizing the office layout and managing supplies and equipment.
  11. Relationships and Projects: Plan in-house or off-site activities, manage relationships with law firms and service providers, and act as project coordinator for all projects locally and internationally.
  12. Compliance and Governance: Participate in monitoring and coordinating legal compliance activities, follow up on implementation, and report discrepancies to senior management.
  13. Team Management: Manage the administrative team in the legal department, organize office operations and procedures, and liaise with HR on team development and training.
  14. Systems and Data: Implement and manage all administrative systems, including archiving, shared folders, and tracking logs, identify needs and improve opportunities, providing recommendations for data management systems for contracts.
  15. Data Analysis: Gather and analyze data from multiple sources to provide insights and proper information to legal counsels on various contracts and documents.

Requirements

  • Education: Bachelor's Degree in Law, Business, Sociology, HR, or Political Science.
  • Experience: At least 5 years of experience as an Office Manager, Front Office Manager, executive secretary, or personal assistant (for senior management).
  • Skills: Good knowledge of office administrator responsibilities, systems, and procedures; familiarity with Qatar laws, regulations, and court procedures.
  • Languages: Fluency in both English and Arabic; French is a plus.
  • Communication: Excellent written and verbal communication skills.
  • Technical Skills: Proficiency in MS Office.
  • Time Management: Excellent time management skills and ability to multi-task and prioritize work.
  • Organizational Skills: Strong organizational and planning skills in a fast-paced environment.
  • Creativity: A creative mind with the ability to suggest improvements.
  • Presentation: Charismatic and well-presented at all times.