Office Services Coordinator - 12 Month Fixed Term Contract
Office Services Coordinator - 12 Month Fixed Term Contract
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Job Description
Keen to become part of a truly global collaborative team of professionals Your journey begins here.
Job Title
Office Services Coordinator 12 Month Fixed Term Contract
Department
Operations
Office Location
London
Reports To
Head of Office Services UK Global Operations
Working Hours
35 hours per week 9:30am to 5:30pm but additional hours may be required. We are happy to consider agile and flexible working patterns. Our approach to hybrid working allows for up to 40 of time working from home and 60 working in the officeplease contact a member of the recruitment team to discuss further.
Firm Description
Hogan Lovells is one of the leading global law firms. Our distinctive market position is founded on our exceptional breadth of our practice on deep industry knowledge and on our one team global approach. Formed through the combination of two top international law firms Hogan Lovells has over 40 offices in the Americas AsiaPacific Europe the Middle East and Africa.
With a presence in the worlds major financial and commercial markets we are well placed to provide excellent businessoriented advice to our clients locally and internationally. Our people are the key to our success which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.
Department Description
Operations is one of the firms support departments and is responsible for the delivery of operational facilities services and the operation and maintenance of our real estate assets.
Role Overview
To coordinate all administrative support to the Global Operations Director and the Office Services Managers and support the Facilities Function for the UK.
Key Responsibilities / Accountabilities
Acting as a point of contact for Operations Corporate Real Estate and Office Services for internal and external communications and distribution of requests to appropriate persons
Processing of rental invoices for all US Offices including rent summaries and input to US Chrome River system
Managing the relationship with providers of temporary accommodation for international visitors and secondees in London Dublin and Birmingham
Processing invoices on the online finance system Chrome River and dealing with general invoicing queries; Raise POs for various suppliers using the PO database and updating the PO tracker
Managing the new starter and leaver processes for third party contractors; requesting logins mailboxes and technology equipment where needed and extending accounts when needed
Coordinator for the CEO flat in London including organising meter readings and dealing with any post in the CEO absence
Assisting to manage various facilities contracts including general stationery interior and exterior plans and landscape gardeners taxis; workstation assessments and eye vouchers
Monitor KPIs and SLAs for third party contractors ensuring they are achieving contractual obligations and aiming for continual improvement
Assist with reviews of service contracts benchmarking and retendering as required
Provide information and work with key stakeholders about the performance of contracted providers and Office Services generally. This includes providing both regular and ad hoc reports to a range of audiences
Supporting Procurement team in the compilation of RFPs supplier evaluations and onboarding for facilities contracts
Manage the workstation equipment requests including ordering equipment and recording requests. Understanding of various types of ergonomic equipment and regular equipment requests.
The departments main publisher for the HL Global intranet site ensuring all relevant information is kept up to date
Organising departmental events including offsite team days
Taking part in the new starter inductions presenting on Facilities and Safety arrangements
Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure staff location or services.
All members of the firm participate in our Responsible Business program.
Person Specification
Qualifications Skills and Experience
Essential Skill and Experience
Excellent administrative and organisational abilities
Ability to assist with managing contracts reviewing budgets and standards
Excellent written and verbal communication skills
Ability to use Microsoft Outlook Word Excel and PowerPoint to a high standard
Strong interpersonal skills with the ability to work well within a team and deal with people at all levels
Problem solving skills including the ability to deal with difficult situations and challenging demands
Experience of managing suppliers
Demonstrable experience in a similar role and level of responsibility
Desired Qualifications
Formal secretarial and/or administration qualifications
General Attributes
Attention to detail
A client focussed approach with a can do attitude
The ability to manage expectations
Resilient character able to take the rough with the smooth and work calmly under pressure
Flexible and enthusiastic
Diplomatic
Keenly developed sense of what constitutes excellent customer service
Agile Working Statement
Our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way whether as a regular pattern or on an ad hoc basis and we will be happy to discuss this further.
Equal Opportunities Employment Statements
It is the policy of Hogan Lovells to provide equal opportunities for all employees in relation to recruitment training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of racial or ethnic origin religion sex gender and gender identity age sexual orientation marital and civil partnership status pregnancy or disability.
Required Experience:
IC
Employment Type
Full-Time
