Job Description

Office Services Manager - Dublin

About us

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations. Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

About the Role

Reporting to the Irish Immigration Director and Director of Office Services, the Office Services manager is responsible for ensuring the smooth running of our Dublin Practice. They will also have line management responsibilities for the Office Services Coordinator(s). This is a full time, office based position.

Key Responsibilities

Client Experience & Service

• Manage the client experience of visiting and contacting Fragomen Dublin

• Act as the main point of contact for all office services queries, delegating as required

• Ensure the office’s appearance and upkeep is professional at all times

• Assist with Marketing Team and others in arranging seminars and events

• Manage calls into the mainline number and ensure voicemail messages are current and activated when the office is closed

Employee Safety & Wellbeing

• Manage all compliance of Health & Safety requirements

• Manage the onboarding and health and safety training of all new starters

• Manage the completion of all leaver administration

• Assist with insurance renewals and claims where needed

• Assist with managing BCP plans and Security Audits, ensuring staff contact details are regularly updated

• Sustainability compliance managed and promoted within the office and actioning/sharing information

• Manage office capacities, floor plans, office relocations or refurbishments and action any changes requested, working with the Director Office Services Europe

• Manage Rendezvous, the online desk booking system

• Manage all office supplies

Management & Coordination of Office Services Team

• Line management responsibility for the Office Services Coordinator(s)

• Review and implement any necessary changes to the Dublin office’s administration processes

Facilities & Supplier Management & Compliance

• Prepare and manage the Office Services team budget

• Manage and review relationships with building contacts, all suppliers and engineers to ensure they are safe and compliant and a high level of service is being provided

• Review and process all office related contracts, invoices and expenses in a timely manner and keep records updated and raise issues with accounts as needed

• Manage the facilities services for any office-related issues e.g. repairs & maintenance, air con/heating system, facilities call outs and solutions.

Building & Office Management

• Manage the relationship with the Building Management teams/Landlords, raise any service issues with them and follow up to completion

Document Management & Processing

• Manage the Ireland Office Services drop boxes, keeping processes updated and ensure all queries responded to in a timely manner

• Liaising with Shared Services team(s) regarding outsourced tasks / RPA processes

• Consistent training with staff on office services processes

• Ensure high service levels to all staff with reference to client post, filings, physical documents/information arriving at the office, and admin support generally, delegating as required. Making sure everything is logged in a timely manner and ensure all relevant policies are adhered to

• Manage the auditing processes for all client documentation

PA Support to Senior Leadership

• Coordinating and maintaining the diaries of the Partner and Directors

• Monitoring, responding to and redirecting emails as appropriate

• Monitoring and maintaining the work in progress to ensure timely follow up and completion

• Identifying, anticipating and preparing information requirements for Senior Management for meetings, presentations etc.

About you:

• Several years of relevant professional experience in Office Management and PA Support to Senior Management and ability to work independently and proactively

• Demonstrated experience in team leadership.

• Ability to work collaboratively with colleagues and external stakeholders.

• Demonstrated flexibility in adapting to changing work conditions.

• Highly responsible and proactive, thriving in varied and demanding work environments.

• Experience in budget management and vendor contract negotiation.

• Highly proficient in MS products, willing and able to engage with technology developments and innovation.

• Strong social skills and ability to maintain composure and professionalism under pressure.

• Excellent communicator, with a focus on managing stakeholder expectations

Fragomen in Dublin:

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas. These focus areas include Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities to regular wellbeing newsletters and diversity discussions.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.