THE EMPLOYER:

Our client is a respected US-based law firm focused exclusively on intellectual property. With over 300 lawyers, eight offices, and four decades of experience specializing in intellectual property law, the firm offers full-service IP coverage in virtually every technology and product category ranging from consumer goods, electronics, medical devices, and manufacturing to pharmaceuticals and nanotechnology. 

With the growing of its China practice, the firm is seeking an Office Manager to join its Shanghai office.

DUTIES & RESPONSIBILITIES:

The successful candidate will be responsible for overall front office activities, including reception, mail, large purchasing requests and facilities. Also, she will be responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Additionally, she will be responsible for arranging internal office moves and providing arrangements for office meetings and visiting attorneys.In specific, she will:

• Work with the Shanghai office attorneys and staff to support the office’s goals for high quality service to clients, operations, growth and development
• Supports the firm’s philosophy and culture within a local Chinese context
• In consultation with the firm’s headquarters office, develop and monitor a realistic budget to facilitate planning, purchasing, and cost-effective operations
• Maintain communication with Shanghai office attorneys to ensure that their needs and concerns are addressed
• Recruit and maintain quality support staff and anticipate future personnel requirements
• Manage the office administrative staff and promote an environment conducive to positive employee relations, good morale, and strong performance; serve as a liaison with the managing partner and human resource for information, problem solving, setting performance standards, evaluating performance, and providing employee counseling when appropriate
• Manage and oversee office accounting including payables and receivables in accordance with the firm’s policies and procedures
• Coordinate the Shanghai compensation program in consultation with the firm’s headquarters office and process payroll
• Manage local office vendor relationships including identifying and recommending up-to-date equipment leases and purchases
• Plan and implement space planning, both long range and short range including:
  • Assigning office space for new and existing personnel
  • Assessing long-term needs and making recommendations about space acquisition in consultation with the managing partner
  • Maintaining relationship with current landlor
• Participate actively in professional organizations and groups to maximize networking opportunities
• Support program and policy revisions in conjunction with Shanghai office growth and development

REQUIREMENTS:

• 4+ years of experience with office administration, policy and practices
• Management skills including workload management, performance management and employee relations - some experience in recruiting and retention helpful
• Financial management and budget planning
• Payroll administration and processing
• Good command of oral and written English
• Good judgment, discretion and ability to maintain confidentiality
• Well-developed interpersonal and communication skills
• Ability to work under pressure, meet deadlines, and prioritize multiple tasks

Submit Your Resume to: service@lawinn.net

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