Human Resources Office Manager

Vedder's London office is seeking a Human Resources Office Manager. The Human Resources Office Manager manages the daily office operations and support staff activities for the London and Singapore Vedder offices. The Human Resources Office Manager is expected to apply organizational and communication skills while displaying a positive, high energy, client service attitude. The Human Resources Office Manager is responsible for coordinating support and administrative activities, including Human Resources and facilities management, within the local offices.

The Human Resources Office Manager will report to the Chief Human Resources Officer and works closely with the Managing Partners of the London and Singapore offices.

As a Human Resources Office Manager, your job duties will include but not be limited to:

Oversees the day-to-day administrative operations of the London and Singapore offices

Maintains excellent knowledge of office issues, priorities, projects and schedules through consistent communication with local lawyers and firm managers

Maintains excellent knowledge of firm-wide resources, including contact information for issue resolution, overflow administration, etc. Acts as the “go to” person for getting work done efficiently by utilizing the firm’s international resources

Liaison to managers, supervisors and lawyers regarding all operations that support client services and needs of the legal staff

Leads immigration and right-to-work administration across London and Singapore, working closely with external immigration counsel, employees, and internal Human Resources stakeholders. Oversees UK right-to-work checks and immigration records and acts as a subject matter expert and key user of the UK sponsorship management system, including the administration of Certificates of Sponsorship and preparation of supporting sponsorship documentation and letters

Coordinates UK visa and Singapore Employment Pass matters, including applications, renewals, changes and cancellations, liaising with external counsel and relevant authorities as required

Coordinates immigration and related support for international transfers and relocations, ensuring employees receive clear guidance throughout the process

Ensures adherence to firm policies and procedures

Remains current on policy and regulatory changes for the London and Singapore offices; providing recommendations to US Human Resources to remain compliant

Helps create, maintain and update local policies and procedures along with the Chief Human Resources Officer, and local counsel

Advises and works with Director of Benefits in Chicago on London and Singapore benefits and leaves of absence

Leads locally on sickness absence, family-related leave and other leaves of absence, supporting employees and managers throughout the process and coordinating associated Human Resources, payroll and benefits administration. Maintains regular communication with the Director of Benefits and escalates on significant and complex matters as appropriate

Works with Community & Wellness Coordinator to proactively identify, develop and implement wellbeing initiatives across the London and Singapore offices, generating ideas and programmes that support employees’ physical, mental, emotional and financial wellbeing and contribute to a supportive working environment in which individuals are able to thrive in their roles

Manages communication for the London and Singapore offices including alerts, updates, publishing local daily news and other communications. Responsible for ensuring that firm-wide communications are distributed and acted upon in a coordinated manner

Excellent knowledge of key systems; enforces best practices amongst the secretarial and other office staff

Provides immediate backup for on-site assistance required to support firm-wide functions

Organises office functions, community events and social gatherings

Manages office facilities, including planning and coordinating use of space and oversite of Ricoh staff

Works with Senior Compliance Manger to ensure regulatory trainings are completed, providing additional assistance and guidance on compliance as needed

Manages budgeting, scheduling and execution of tasks related to furniture, infrastructure and general building maintenance and operations

Coordinates local business continuity planning activities

Provides support with rent reviews and lease negotiations for the London office

Assists in working with the landlord on licensing for the Singapore office

Manages tenant operational issues, including security and safety procedures with building management

Oversees approval of office supply acquisitions

Manages secretarial staff, including coordination of overflow and assignments, approval of overtime and managing performance

Manages all time off requests and approvals for the London office including appropriate staffing

Provides on-site guidance and support for other non-legal staff who are otherwise directly supervised by management in other departments

Works with Human Resources to handle employment verifications and verification of background check documents for potential London new hires

Coordinates Human Resource issues with the Chief Human Resources Officer or appropriate firm Human Resources professional staff

Works with Human Resources department to identify needs for staffing; assists with screening and recruiting process for London and Singapore staff, as well as following Equal Opportunity Processes

Follows firm-wide procedures for all aspects of Human Resources functions, including recordkeeping and documentation

Works with Human Resources to manage employee relations issues

Ensures Compliance Officer for Legal Practice (COLP) and Compliance Office for Finance and Administration (COFA) roles are filled and kept updated with the SRA

Works with the Legal Services Regulatory Authority (LSRA) to ensure practising lawyers in the Singapore office are certified with the LSRA

Manages health and safety role, with help from local counsel for London and Singapore offices, including organising annual trainings and assessments

Performs other Human Resources and operational duties and projects as assigned

Skills & Competencies

Knowledge of human resources practices and procedures

Experience working with relevant regulatory bodies

Experience growing a satellite office, including budget development and oversight

Experience managing staff locally and remotely

• Works well under pressure, a self-starter, demonstrated problem-solver, team player and strong leader
• Excellent written and oral communication skills with all levels of management, staff and third parties
• Strong management skills in finance, human resources, operations/facilities, change initiatives, and strategic planning
• Ability to organize, prioritize, delegate and meet deadlines as well as superior attention to detail and ability to multitask in a fast-paced environment
• Ability to learn quickly

Qualifications & Required Experience

• Bachelor's degree preferred
• Five (5) plus years of law firm management or professional services management experience
• Working knowledge of English employment law
• Ability to travel to Singapore when needed
• Position also requires the ability to work under pressure to meet strict deadlines.

Computer Skills

To perform this job successfully, an individual must be proficient in the following software:

Microsoft Office Suite

Equal Employment Opportunity

Vedder Price P.C. is an equal opportunity employer. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability (where applicant is qualified to perform the essential functions of the job with or without reasonable accommodations), medical condition, protected veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law. We participate in E-verify.

Applicants who are interested in applying for a position and require special assistance or an accommodation during the process due to a disability should contact the Vedder Recruiting Team at [email protected].