Operations Coordinator

London - UK

Monthly Salary: Not Disclosed

Posted on: 9 hours ago

Vacancies: 1 Vacancy

Department:

Operations

Job Summary

NOTE: We are only accepting applications from direct applicants and agencies with which we have current agreed terms.

Vedder Prices London office is seeking an Operations Coordinator. This position will work under the guidance and supervision of the London Office Manager and in conjunction with the Ricoh Site Supervisor to ensure compliance with health and safety standards and maintain a high level of presentation across the London and Singapore offices.

As an Operations Coordinator your duties will include but not be limited to:

Coordinating hard and soft services including M&E requests and contractor supervision.
Responsible for obtaining the necessary work permits and RAMS.
Managing the regular and periodical cleaning visits ad hoc cleaning requests office snagging and small project works.
Overseeing stationery reviews and office supply orders.
Supporting new joiner set-ups and inductions.
Maintaining accurate records for H&S and M&E servicing.
Assisting with internal office moves and space planning.
Liaising with building management where necessary.
Assuming the role of Deputy Chief Fire Warden.
Organising Fire Warden and First Aid training and maintaining PEEP register.
Conducting regular floor walks to ensure cleanliness and presentation.
Assisting London Office Manager with planning office social events and community initiatives/events.
Provide support for office events and cover reception when required.
Respond effectively to emergency situations and uphold confidentiality.
Reviewing costs and services provided by vendors and contractors .
Working with the London Accounts Coordinator review and promptly submit vendor invoices for the London and Singapore offices to Emburse using appropriate firm and department account numbers.
Corresponding with vendors and respond to inquiries regarding payments and firm account status; maintaining vendor relationships to ensure competitive pricing.
Performing and reviewing DSE assessments for the London and Singapore offices to ensure regulatory requirements are met. Maintaining appropriate records for all assessments.
Ensuring the provision of necessary equipment and appropriate signage in each office.
Preparing relevant risk assessments and maintaining accurate records.
Working with Ricoh team and London Office Manager to ensure best practices and coverage amongst reception and office services specifically preparing for Visitors and tending to their requests.
Handling access control and security pass management utilising the online portal Kastle.
Preparing a weekly attendance report from the Kastle system data.
Serving as operational backup if London Office Manager is unavailable.
Performing other operational duties as required and assigned by the London Office Manager.

Skills & Competencies:

Excellent organisational and time management skills.
Ability to remain calm and exercise good judgment in emergencies.
Ability to prioritise and multitask in a fast-paced environment.
Excellent verbal and written communication skills.
Ability to interact effectively and professionally with clients and all levels of personnel including attorneys coworkers and administrators.

Qualifications & Required Experience:

Proven experience in a facilities role within the legal sector.
Strong knowledge of facilities management and project coordination.
Experience managing hard and soft services.
Position also requires the ability to work under pressure to meet strict deadlines.
Health & Safety qualification (e.g. IOSH or NEBOSH) (desirable but not essential).
DSE assessor qualification (desirable but not essential).

Computer Skills:

To perform this job successfully an individual must be proficient in the following software:

Microsoft Office Suite.

Equal Employment Opportunity

Vedder Price P.C. is an equal opportunity employer. We value and encourage diversity and solicit applications from all qualified applicants without regard to race color gender sex age religion creed national origin ancestry citizenship marital status sexual orientation physical or mental disability (where applicant is qualified to perform the essential functions of the job with or without reasonable accommodations) medical condition protected veteran status gender identity genetic information or any other characteristic protected by federal state or local law. We participate in E-verify.

Required Experience:

NOTE: We are only accepting applications from direct applicants and agencies with which we have current agreed terms.Vedder Prices London office is seeking an Operations Coordinator. This position will work under the guidance and supervision of the London Office Manager and in conjunction with the R...

NOTE: We are only accepting applications from direct applicants and agencies with which we have current agreed terms.

As an Operations Coordinator your duties will include but not be limited to:

Coordinating hard and soft services including M&E requests and contractor supervision.
Responsible for obtaining the necessary work permits and RAMS.
Managing the regular and periodical cleaning visits ad hoc cleaning requests office snagging and small project works.
Overseeing stationery reviews and office supply orders.
Supporting new joiner set-ups and inductions.
Maintaining accurate records for H&S and M&E servicing.
Assisting with internal office moves and space planning.
Liaising with building management where necessary.
Assuming the role of Deputy Chief Fire Warden.
Organising Fire Warden and First Aid training and maintaining PEEP register.
Conducting regular floor walks to ensure cleanliness and presentation.
Assisting London Office Manager with planning office social events and community initiatives/events.
Provide support for office events and cover reception when required.
Respond effectively to emergency situations and uphold confidentiality.
Reviewing costs and services provided by vendors and contractors .
Working with the London Accounts Coordinator review and promptly submit vendor invoices for the London and Singapore offices to Emburse using appropriate firm and department account numbers.
Corresponding with vendors and respond to inquiries regarding payments and firm account status; maintaining vendor relationships to ensure competitive pricing.
Performing and reviewing DSE assessments for the London and Singapore offices to ensure regulatory requirements are met. Maintaining appropriate records for all assessments.
Ensuring the provision of necessary equipment and appropriate signage in each office.
Preparing relevant risk assessments and maintaining accurate records.
Working with Ricoh team and London Office Manager to ensure best practices and coverage amongst reception and office services specifically preparing for Visitors and tending to their requests.
Handling access control and security pass management utilising the online portal Kastle.
Preparing a weekly attendance report from the Kastle system data.
Serving as operational backup if London Office Manager is unavailable.
Performing other operational duties as required and assigned by the London Office Manager.

Skills & Competencies:

Excellent organisational and time management skills.
Ability to remain calm and exercise good judgment in emergencies.
Ability to prioritise and multitask in a fast-paced environment.
Excellent verbal and written communication skills.
Ability to interact effectively and professionally with clients and all levels of personnel including attorneys coworkers and administrators.

Qualifications & Required Experience:

Proven experience in a facilities role within the legal sector.
Strong knowledge of facilities management and project coordination.
Experience managing hard and soft services.
Position also requires the ability to work under pressure to meet strict deadlines.
Health & Safety qualification (e.g. IOSH or NEBOSH) (desirable but not essential).
DSE assessor qualification (desirable but not essential).

Computer Skills:

To perform this job successfully an individual must be proficient in the following software:

Microsoft Office Suite.

Equal Employment Opportunity

Required Experience:

Key Skills

Six Sigma
Lean
Management Experience
Process Improvement
Microsoft Outlook
Analysis Skills
Warehouse Management System
Operations Management
Kaizen
Leadership Experience
Supervising Experience
Retail Management

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About Company

Vedder Price Careers

Vedder Price and our 340 lawyers serve a global client base from offices in Chicago, New York, Washington, DC, London, San Francisco, Los Angeles, Singapore, Dallas and Miami. We deliver high-value, best-in-class legal counsel in the areas of M&A/private equity, banking and commercial ... View more

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