Head Of Operations Milano

Head Of Operations
Milano
Lombardia, Milano

Summary

The Head of Business Operations role reports to the General Manager of the Italy office.

The Head of Business Operations is expected to play a key management role as part of the office Business Professionals Managers' team and will work closely with and support the General Manager and as required, the Office Managing Partner in ensuring efficient coordination of business operations in the office and maintenance of and compliance with local and global standards and policies, as well as adherence to risk and audit processes and safeguards.

Business Professionals reporting directly to the Head of Business Operations are **Secretary Coordinators, Head of Translations, Head of Reception, DPU, Facilities Business Professionals**.

**Key Responsibilities

The role covers the following areas of responsibility:

Office Management:

- Overseeing and supporting the smooth day-to-day running of secretaries, office operations, including Facilities, front-desk, DPU.

- Project managing/representing the office on a range of ad-hoc projects and supporting the implementation of firm-wide initiatives at local office level where appropriate.

- Driving improvement of operational performance and ensuring office adaptation to Firm and market innovation offerings in the areas of Facilities and general operations, working with the relevant functional teams.

- Managing purchases of necessary general office supplies.

- Responsibility for preparation of the annual budget and reforecasts for the operations, monitoring the Italian office budgets/actual, performing necessary analysis.

- Preparation the data necessary for the stipulation of insurance relating to civil liability and the policy for material damage and interruption of activity.

- Being a member of the Office Task Force team and assisting with the implementation of all internal policies and procedure (ex.

: Covid) and ensure that the guidelines are respected and in line with general rules.

- Management of the travel policy and interface with the Travel Agency.

- Supervision of the activities relating to the external storage (Ex.

: destruction of expired documents/etc.

).

- Authorization of the office related expenses within granted rights and limits.

- Responsibility for reporting Business Professionals appraisals.

- Operational management of internal and external events.

Facilities:

- Managing and monitoring of the maintenance, refurbishment and security of the current building and the proper execution of any work and ensuring communication with external service providers.

- Liaising with the building management for activities related to common areas to ensure the general upkeep of shared office facilities.

- Representing the office and collaborating with the Global Facilities Leadership Group.

- Participating actively, with the General Manager, in any office refurbishment, move including oversight and coordination of fit-out, infrastructure requirements, related supply contracts and all aspects of the physical move.

- Responsibility for office related protocols including sitting plan.

- Responsibility for liaising with competent doctor and external consultant.

Monitoring the employees' medical visits frequency.

- Monitoring environmental data and managing reporting processes implemented by the global firm, as well as investigating opportunities to implement methods and processes for a greener office by reducing carbon footprint

Procurement:

- Negotiating, overseeing, and coordinating all supply contracts for the office and ensuring the office is following best practice in terms of purchasing and procurement, in line with global policies and in coordination with the global procurement team, assisted in operational tasks by respective Finance department coordinator.

- Ensuring suppliers adhere to the supplier Code of Conduct and managing the regular audit and reporting processes implemented by the global Firm.

Risk:

- Developing, maintaining, and testing appropriate business resilience and continuity plans, ensuring that operational processes are in place to meet the requirements of those plans.

- Liaising with the local Business Professionals Managers to ensure effective implementation of functional processes supporting the local risk management plan.

- Communicating and reporting on risk status to local management and the relevant global and regional teams as required.

- Managing Fusion, the Firm's global resilience tool.

- Building risk awareness amongst staff by arranging support and training and promoting a risk-aware culture.

- Supervising healthy, safety and security of the office.

Specifically liaising with the external consultant for:

- Update of DVR

- Evacuation plan

**About the Firm and the Italy Offices

We were one of the first international law firms to open offices in Italy - Rome in 1993 and Milan in 1994.

We know the Italian market well and have long standing experience of cross-border deals.

We have invested in our Italian offices and