Job description / Role
This role is responsible for ensuring an efficient and effective service is provided to the UAE offices in order to provide for the smooth operation of the day to day business of the firm.
Liaising with the Partners to ensure a firm wide consistent and on budget approach to the provision of the management of the offices
Liaising with the UK Operations Director, Operations Manager and UK Business Service Directors to ensure a firm wide consistent and on-budget approach for the provision of administration services
Preparation of and assisting with local induction programmes for all new starters and trainees. Communicating with London HR on movement of staff i.e. new starters, leavers, trainees and transfers
To assist with recruitment of support staff for the office
To supervise business support staff where appropriate
Organising legalized documents for visa and work permit processes for all staff and dependents.
Communication with HR Compensation & Benefits team to provide compliance documents required for new starters and dependents and exclude leavers.
Providing company and staff details and accompanying documents required for annual medical renewals
Maintenance of staff details including main details, job & pay, holiday entitlements, CV’s, qualifications, probation period dates etc. Assigning the new Holiday entitlement year and processing manual adjustments for carried forward holiday balances at year end and communicating any salary amendments required to Finance. Ensuring holidays and sick absences are recorded
Uploading and maintaining Cascade records regarding the work permits, passport and visa details for all staff members and dependents where applicable.
Ensuring all Government licences for the office and staff are current.
Maintaining details of and diarizing membership details and all renewal deadlines
Providing all necessary documents for the renewal of the company’s official documentations and coordinating with the PRO’s to ensure renewals are completed on time.
Liaison with IS for the set up for Starters, Leavers, temporary staff and visitors
Quarterly and Annual review of budgets with UK Operations and Finance Managers.
Approval of UAE Office expenses prior to submission to Finance for payment
Liaison with Marketing team on all Marketing activities in the UAE offices,
Creation and maintenance of the Office Manual including constant monitoring and review of office procedures and systems and identifying areas for improvement
Maintaining the file opening, management and closing procedures in accordance with Firmwide procedures
Oversee the operation of Front of House and management of PA’s to include allocation of services to Fee earners, holiday and other absence cover arrangements.
Monitoring of orders and approval of budgeted costs, arranging internal social events and planning and managing internal office moves
Management of security arrangements for the office including access passes for permanent and temporary staff and visitors. Meeting with Fire Wardens and First Aiders and providing updates following fire drills