Office Operations Lead

Job Introduction

Regulatory & Compliance

• Acting as the primary on‑the‑ground liaison with local regulatory authorities, including completing required filings, updates when staff join or leave, annual reporting and any audit‑related submissions.
• Serving as the central “point person” for coordinating administrative, regulatory and operational matters between the local office and internal teams.
• Liaising with landlord to ensure lease compliance
• Supporting wider facilities-related obligations connected to the lease (e.g. inspections, documentation and compliance queries).
• On‑site health and safety compliance, including maintaining required checks and coordinating with central teams when needed
• Delivering local new joiner office inductions, covering office processes, facilities, and H&S requirements

Office Management & Facilities

• General day to day office and supplier management
• Facilities management
• Liaising with teams in Bristol and Dubai as needed to ensure alignment of processes and support.

Clients & Markets / Business Development

• Client & guest liaison at our offices
• Working with the central Clients and Markets function in supporting Business Development activities and Events:
• Coordinate with local suppliers, including printers and merchandising vendors, to support office needs and client facing activity.
• Help maintain and update client and contact lists used for office events, communications, and business development initiatives.
• Support the planning and delivery of local events, client meetings, and small sessions
• Support fee earners with travel arrangements for overseas client activity
• Coordinating locally with relevant teams on marketing and business development materials, providing office-specific input where required

Executive & Legal Support

• Diary management for lawyers
• Secretarial duties for lawyers
• Providing case-related administrative support where required, aligned with the approach used in other international offices.

Finance Administration

• Processing of financial transactions i.e. re-purchase invoices, raising of sales invoices, disbursements etc.
• Banking - receiving, collating, documenting incoming cheques and physically taking them to the bank to pay in.
• Scanning and emailing cheque information to the Sales Ledger and Client Cash teams to record on the system.
• Emailing documentation for any electronically received payments where physical paperwork arrives in Dubai, so that the SL or CC teams can record these.
• Emailing paper invoices received into the Dubai office (as PDFs) to AP/Chrome River where suppliers have not sent them directly.
• Holding cheque books and preparing manual cheques if manual cheque provision is required, and submitting the information to Bristol Finance to be recorded.
• Recording soft costs where/if appropriate (e.g. postage, copying etc).
• Being aware of the GL coding structure and ensuring correct codes are quoted at the time of booking travel (and any other non‑chargeable bookings) so that the correct coding is applied when invoices are submitted.
• Petty cash should not be required and is not expected to form part of the role.
• Clarification required on whether bill delivery forms part of the local responsibility.

The Ideal Candidate

• Flexible, can-do approach to work
• Organised and able to prioritise and manage a constantly changing workload
• Excellent attention to detail
• Able to make decisions within own areas of responsibility
• Ability to work to own initiative without close supervision
• A co-operative team player who is able to work to tight deadlines
• Strong communication skills with a positive and enthusiastic approach to their work

About DACB