OFFICE MANAGEREstrin Saul Lawyers is currently seeking an experienced Office Manager to join our dedicated team.Company BackgroundWe are modern and dynamic experts in our field and pride ourselves on clear, concise and competent solutions for your desired immigration outcomes. With over 50 years' combined experience in immigration law, we are well-placed to provide you with expert, yet practical immigration advice. Estrin Saul Lawyers is one of Australia's largest specialist immigration law firms. We specialise in all aspects of immigration law and have significant corporate, skilled, family, litigation, humanitarian and health / disability practices.About the PositionJob Title: Office ManagerJob Type: Full-time, Permanent.Location: Perth, WA 6000Salary: $75,000 per annumPosition OverviewThe Office Manager plays a crucial role in the operational success of Estrin Saul Lawyers. This position requires a thorough understanding of the firm's operational processes, excellent communication skills, and the ability to collaborate effectively with diverse stakeholders – including clients, colleagues, and external bodies. The Office Manager is instrumental in ensuring the smooth functioning of the firm's Perth, Adelaide and Manila offices and contributes to maintaining our reputation as a leading provider of immigration law services.Key ResponsibilitiesThe main duties of the Office Manager include and is not limited to the following:Financial Management:Collaborate with the Partners in overseeing the firm's budgeting, financial reporting, and billing processes.Ensure compliance with relevant financial regulations (e.g., trust accounting rules) by collaborating with the firm's auditors, bookkeeper, and other financial professionals.Analyse financial data to identify trends, opportunities for cost savings, and revenue growth potential.Monitor and manage team and individual budgets, ensuring alignment with the firm's financial goals and objectives.Oversee payroll processing, ensuring accuracy, timeliness, and compliance with relevant tax and employment laws.Office Administration:Ensure that office equipment (printers, computers, etc.) is properly maintained and serviced.Manage office supply inventory, ordering new supplies as needed and ensuring adequate stock levels.Implement and maintain compliance with occupational health and safety regulations, conducting regular inspections and addressing any potential hazards.Contract Management:Prepare, assess and review the firm's applications, contracts and agreements with external service providers.Prepare, assess, and review the firm's employment agreements, ensuring compliance with relevant employment laws.Human Resources:In collaboration with the firm's leadership team, assist with the firm's recruitment, onboarding, and performance evaluation activities in line with the firm's strategic plans.In collaboration with the firm's leadership team, assist with implementing training programs to enhance staff knowledge in line with the firm's strategic objectives.Maintain effective communication with the firm's external HR provider to ensure seamless coordination of HR services, including payroll, benefits administration, and compliance with employment law.Oversee the firm's use of Xero for accurate and up-to-date employee record management.Office Policy Development:Establish and maintain a comprehensive library of internal policies and procedures that adhere to legal requirements specific to the practice of law, ensuring compliance and best practices.Strategic Planning:Actively participate in the firm's leadership team, contributing to the development and implementation of strategic plans that drive the firm's growth and success.Data Management and Security:Assist with the implementation and enforcement of the firm's data security measures to safeguard sensitive client information and maintain confidentiality.Audit Coordination:Collaborate with relevant team members to develop comprehensive annual audit plans that address key risk areas within the firm's operations.Lead the execution of regular audits, ensuring that findings are thoroughly analysed, and any identified issues are promptly addressed to maintain compliance and improve processes.Reception and Drafting Team Management:In collaboration with the relevant team leaders, provide overall direction and supervision for the Manila drafting and reception services team, ensuring efficient and high-quality service delivery.Establish clear performance targets for the Manila team and regularly monitor their productivity, providing constructive feedback and coaching to optimise performance.Develop and implement targeted training programs for the Manila team to enhance their skills in legal drafting, client communication, and administrative tasks, aligning with the firm's quality standards.Maintain open communication with the Manila team leader to proactively address any operational challenges or issues, ensuring smooth and uninterrupted service delivery.Facilitate seamless communication and collaboration between the Manila team and the Australian offices, fostering a cohesive and unified team environment.Team Culture & Development:Embody and champion the firm's values, mission, and vision, creating a shared sense of purpose and pride among team members.Actively participate in firm-wide initiatives and events, contributing to a positive and engaging work environment.Foster a culture of open communication, feedback, and recognition, encouraging team members to share ideas, learn from each other, and celebrate successes.Promote diversity, equity, and inclusion within the team and the firm as a whole.Required Qualifications:At least a bachelor's degree in a relevant field. Candidates with a master's degree or higher will be given preference.The candidate must possess superior English proficiency.Must have unrestricted work rights in Australia.Required Skills and Experience:At least 2 years' worth of experience in office administration/management role.Experience in overseeing financial operations.Experience in managing human resources functions, encompassing recruitment, onboarding, and performance management.Exceptional organisational and time-management skills, with the ability to prioritise tasks, meet deadlines, and maintain efficiency.Has excellent technical skills and is adept at troubleshooting IT issues.Proficient in using Microsoft Office Suite, Xero accounting software, and various office hardware.Strong attention to detail and a commitment to maintaining a clean, organised, and professional office environment.Exceptional problem-solving and decision-making abilities, enabling effective handling of unexpected situations and conflict resolution.Job Type: Full-timePay: $75,000.00 per yearSchedule:8 hour shiftWork Authorisation:Australia (Required)Work Location: In personApplication Deadline: 12/01/2025Expected Start Date: 31/01/2025
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