Operations Manager

About Ashurst

Ashurst is a leading progressive global law firm with a rich history spanning more than 200 years. We are proud of our history and are future-focused, having expanded into new technologies through our NewLaw division, Ashurst Advance, and our consulting arm. Our in-depth understanding of our clients and commitment to providing excellent standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law.

Team overview

The Operations Manager (OM) will initially support the Luxembourg Office, reporting to the Director of Operations for UK/EMEA/US.

The role encompasses the Line Management responsibility for the Legal Support teams, with coverage of reception, facilities and, all workplace matters related to the building, maintenance, and leases, and day-to-day Facilities Management for the office.

Across all practice areas of the firm it is expected there will be extensive liaison with stakeholders to ensure support is delivered at the appropriate level, and aligned to the firm's overall business strategy.

Job overview

The Operations Manager (OM) role involves close collaboration with Partners and other Business Services departments to address and resolve complex business challenges. It requires developing comprehensive strategies with a strong focus on execution, acting as a project manager to bring ideas to fruition.

The OM manages multiple cross-departmental work streams simultaneously, ensuring seamless collaboration and efficient execution across teams. The position also involves establishing new processes and negotiating with third-party vendors to ensure the highest level of service delivery. As a key business partner, the OM facilitates communication and fosters synergy between teams to drive organizational success.

Scope of responsibilities

• Ensure the Luxembourg office space remains fully functional, including HVAC, Security, Lighting, office cleaning, etc.
• Manage contracted services and vendor relationships, including competitive tender negotiations and performance monitoring.
• Supervise management of the inventory and orders of office and kitchen supplies.
• Supervise handling of all mail, packages, and deliveries, including processing and distributing incoming mail and coordinating mail services (UPS, USPS, FedEx, etc.).
• Onboarding of new employees, including supervising setting up workstations, arranging building and office passes, scheduling welcome/induction events, and updating seating plans.
• Ensure all office equipment (copiers, printers) is functioning and well-equipped for use; partner with the IT department for any necessary service requests.
• Respond to office/facilities-related employee requests in a timely manner.
• Supervise maintenance of conference rooms and manage the set-up and break-down of meetings, conferences, and events.
• Supervise coordination of visitors and guests to the office (from other Ashurst offices, clients, vendors, etc.).
• Coordinate with building management for visitor security, maintenance, and other building-related matters.
• Liaise with landlords and support lease negotiations for extensions/renewals in conjunction with the Workplace Operations team.
• Work closely with the Global Health and Safety and Security representatives to ensure compliance with Luxembourg Health and Safety regulations and Ashurst global standards.

Team leadership and management

• Legal Support Team: Oversee the Legal Support team regarding absence, attendance, ongoing performance management, and salary reviews.

Governance responsibilities

• Formulate and manage the annual expenditure budget in conjunction with the Finance team, including signatory responsibility for invoices.
• Ensure vendors are set up and invoices paid in a timely manner.
• Manage the Luxembourg ESG program in accordance with Ashurst global standards, including waste and energy management.
• Act as a key contact for the business continuity plan, including personnel communication and physical office requirements, i.e., Fire Warden.
• Coordinate with central Operations and Finance teams on general insurance cover and local insurance requirements.
• Support the implementation of internal policies and lead local processes and compliance where appropriate.
• Coordinate and support the logistics of internal and external events, including client receptions, holiday parties, and hiring events.
• Work with the workplace team to ensure efficient space allocations using Kadence and other platforms accordingly.
• Maintain a list of office incidents (such as thefts, security breaches, physical damage to the office, power outages) for annual reporting to the Office of General Counsel.

Project management and process improvement

• Lead projects focused on process review, continuous improvement, and workflow optimization.
• Develop and implement efficient processes for the legal department to manage operations and mitigate costs whilst providing strong support and assistance to the Partners and legal teams.
• Coordinate with other departments to ensure compliance with internal policies and legal requirements.

Essential skills & experience

Experience

• Minimum 3-5 years of office services experience in a professional services environment, preferably in legal or professional services.
• Any experience in legal operations, legal administration, or a related field will be considered a strong asset.

Qualifications

• Bachelor's degree in business administration, law, or a related field.
• Strong understanding of legal software and case management systems

Skills

• Fluent in English & French
• Proven ability to drive and manage change within professional environments
• Demonstrates resilience and adaptability in the face of challenges
• Creative thinker with a strong track record of generating innovative solutions
• Proactive in identifying opportunities for improvement and implementing effective changes
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Excellent organizational and project management skills.
• Ability to work under pressure and meet deadlines.
• Proficient in Microsoft Office and legal technology applications.
• Ability to work cooperatively and flexibly with partners, associates, other business services managers and teams.
• Proven leadership experience and ability to manage multiple priorities in a fast-paced environment.

This role is designed for a leader who can inspire and develop the entire team, ensuring that the firm's processes are efficient, cost-effective, and aligned with its strategic goals.

What makes Ashurst a great place to work?

• A supportive and inclusive work environment
• Flexible working
• An established Career Path Framework is in place clearly defining expectations and outlining opportunities for promotion.