Three Crowns overview

Three Crowns is a leading international arbitration firm. Founded over a decade ago by prominent practitioners who held senior leadership positions at major full-service firms, Three Crowns was purpose-built for excellence in international arbitration.

The firm has grown to over 190 professionals, including 19 partners, across offices in Dubai, London, Madrid, Paris, Singapore, and Washington DC. Three Crowns is ranked among the top two firms globally for international arbitration by GAR, the industry's benchmark publication, and is the only firm to hold Band 1 rankings across Chambers Global, Europe, France, and UK for international arbitration.

The role

The Office Manager will reduce the time that Partners and fee-earners spend on day-to-day operational and administrative tasks whilst ensuring that the office is appropriately organised as a high-quality working environment for all.

The individual will report to the local Paris partners as well as the firm’s HR Director, based in London. They will have management responsibility for the local support team.

The firm operates a seamless “one firm, six offices” approach. The Office Managers in all six offices are critical to maintaining the high standards of the firm.

Responsibilities will include, but are not limited to:

• Managing local support team – Responsibility for ensuring that all local support staff are organised and working efficiently to provide the appropriate level of support to the partners and fee earners. This will include ensuring that work allocation is managed effectively, that overtime and hours are monitored and that the local support team is sufficiently resourced to meet the needs of the business.

• Point of contact – Primary contact for, and have primary responsibility for, operational services within the Paris office. The role will include but will not be limited to specific tasks relating to HR, Finance, Administration, Premises & Facilities, local regulatory requirements and Front of House although a number of tasks (such as within the Finance remit) will be overseen from the central HR, Finance, IT and Risk & Compliance operations teams. This person will therefore be the point of contact for Paris office operations. In addition, this person will be expected to assist with ad hoc issues and projects that arise.

• Human Resources – Management of local, internal HR process, including onboarding and departures, employment documentation, payroll and benefits coordination, leave and remote-working arrangements, occupational health, performance matters, training, visas and relocation. The role holder will be the main point of contact with all necessary payroll and benefit providers/brokers. They will also assist the Partners and the HR team with the coordination and organisation of recruitment activities within the Paris office and co-ordinate such activity as necessary with other offices. In addition, the role holder will be required to provide local HR support to the central HR team in relation to handling confidential employee relations issues relating to areas such as performance, attendance, sickness, behaviour and internal grievances.

• Front of House – Responsibility for the management of the Front of House and ensuring services such as management of the meeting rooms and reception are efficient, effective and consistent with the high standards of the firm. Responsibility for coordinating and managing client events hosted in the office. This will include supervising more junior support staff in their FOH roles.

• Management of local suppliers and contractors – Responsibility for the procurement and management of local suppliers including building and facilities contracts, office supplies, taxis, couriers, printing, catering, travel agency and any Business Process Outsourcing (BPO) / Legal Process Outsourcing (LPO), invoice approvals and payment processing.

• Finance – Act as a liaison/point of contact for the global finance team, ensuring financial processes, information and tasks relating to fee earner activities are completed effectively (including billing, time recording, reviewing and chasing unpaid bills). This role should also ensure local expenses and invoices are managed effectively. Primary point of contact for the French bank.

• Facilities Management – Responsibility for overseeing all aspects of facilities management including confidential waste, office cleaning and building maintenance services, repairs/replacements and security access control.

• Office moves/space planning – Coordinating and managing internal office moves and re-configurations to accommodate a growing team, including overseeing fit-out works, liaising with building management and all contractors involved in build/fit-out works. A potential relocation is also being considered.

• Firm Operations – Assisting the Senior Staff with ad hoc operational project support as and when the need arises, for example: testing and implementing new internal processes, technology and software.

• Risk management & compliance - From time to time, assisting with local regulatory and risk management requirements as may be required (with guidance where necessary). Office compliance with ISO requirements.

Skills and knowledge

Competitive candidates will possess the following:

• A proven ability to facilitate and coordinate operational resources effectively and efficiently. The ability to multi-task, build excellent relationships and manage a range of processes, systems and people will be critical to success.

• Business proficiency in English and French.

• Prior experience of law firm processes and knowledge of French employment law.

• Prior experience of managing legal support staff.

• Experience of working within an international environment would be an advantage.

• Excellent team working and interpersonal skills. In order to carry out this role effectively, the successful candidate will need to be able to collaborate and work with individuals of all levels across all offices.

• Extremely strong communications skills. The successful candidate will be assisting and advising the Partners and Directors on key operational issues and processes and will be expected to communicate effectively both verbally and in writing.

• Sensitivity to the requirements of working in a partnership environment and the ability to maintain high levels of confidentiality and discretion as appropriate while working in an environment of openness and collaboration.

• At least three years’ previous business management experience gained from within a professional services environment or partnership.