Office Manager

Position Details:
The Office Manager will partner with business leaders across the firm to oversee the daily operations of the São Paulo office. As an integral part of the Operations Team, the Office Manager has responsibility for the efficient, professional, and cost-effective management of their respective office. This includes but is not limited to office maintenance; vendor management; accounts and budget management; development and implementation of business continuity plans and firm-wide policies and procedures; human resources management; travel arrangements. The Office Manager will be required to be knowledgeable in all areas of the business and have extensive understanding of local regulatory requirements, labor laws and best practices. The position requires strong computer skills, flexibility, excellent interpersonal skills, project coordination skills, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
Primary Responsibilities:
Office Operations
- Overall management for the São Paulo Reception, and Executive Assistant.
- Responsible for ensuring up to date technical knowledge across the local team and ensuring operational excellence is delivered to clients.
- Working with HR and the Director, Global Operations, to drive culture and values programs throughout Administrative Services to promote a motivated and engaged workforce.
- Lead and compile content for local monthly office meeting, coordinating with various departments and senior leaders as necessary. Participate and provide recommendations on key topics and information to be disseminated at the monthly Administrative Services meetings.
- Ensure effective maintenance of the work environment and seamless provision of services to the office by highlighting any matters to the relevant teams and ensuring each are dealt with in an expedient manner.
- Champions enquiries from clients and proactively follows through to ensure that all matters are addressed.
- As required, provide assistance to global travel team with complex global travel arrangements and approvals, in line with our travel policy.
- Work with Procurement to establish and maintain relationships with vendors and monitor performance.
- Manage the process for workstation and office moves and the allocation of new joiners to office space and workstations.
- Work with all local building and facilities, state, and local federal laws, owning these relationships.
- Identify and address all office maintenance issues and ensure sufficient stocks of office and pantry supplies whilst remaining within defined budget guidelines.
- Manage office technology needs, liaising with IT to identify and address any IT issues with the assistance of local vendor.
- Coordinate service/security calls with building management (e.g. lights out, temperature complaints, security breaches, etc.).
- Establish relationships with vendors, monitor vendor performance and negotiate and monitor contracts.
- Coordinate reception coverage as needed.
- Coordinate with appropriate teams to monitor and manage conference room(s), including booking requests, catering, and preparation and break down pre
- and post-use.
- Make all arrangements for visiting K&K staff including access to office, prior identification of workspace, access to phones and any IT requirements, prepare welcome bag and ensure proper notification is sent on the visitor’s arrival.
- Work with the Global Operations Director to create and maintain the Business Continuity and Recovery (BCR) plan and emergency programs for the office and subsequent implementation in the event of a disaster.
- Develop practices to maximize efficiencies and identify where policies and procedures should be implemented/amended or changed.
- Maintain office directory, welcome guide, floor plan and respective office Intranet tab.
- Assist in implementing various office policies and procedures to meet firm standards.
Human Resources
- Ensure legal compliance by monitoring and implementing applicable human resource legislation requirements.
- Partner closely with the wider HR team and Regional Managing Director to communicate any issues and to address them in a promptly manner in line with local labor laws.
- Liaise with Immigration Counsel with regards to Visa’s and Immigration. Ensuring that Visa’s and Immigration tasks are handled in a timely manner.
- Ensure that Country specific visas are recorded on the Firms Visa Tracker and that renewals are handled in a timely manner.
- Management, delegation, and assignment of workflow to the office Administrative Assistant(s) and/or Reception team members (where applicable) ensuring that coordination and execution of administrative projects and on-going work tasks are accomplished efficiently and accurately
- Conduct new hire preparation and orientation and assist with the employee out-processing procedures.
Business Continuity & Recovery/Health & Safety
- Prepare

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