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- Tasks: Coordinate admin support for the Global Operations Director and manage facilities functions.
- Company: Join Hogan Lovells, a leading global law firm with a collaborative culture.
- Benefits: Enjoy flexible working options, including up to 40% remote work.
- Why this job: Be part of a dynamic team, enhancing your skills in a global environment.
- Qualifications: Strong admin skills, experience in similar roles, and proficiency in Microsoft Office required.
- Other info: Participate in our Responsible Business program and help shape our workplace.
The predicted salary is between 30000 - 42000 £ per year.
Overview
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 office, please contact a member of the recruitment team to discuss further. To coordinate all administrative support to the Global Operations Director and the Office Services Managers and support the Facilities Function for the UK.
Responsibilities
- 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 PO\’s 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 re-tendering 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 department\’s 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.
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.
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.
General Attributes
- Attention to detail.
- A client focused 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.
Desired Qualifications
- Formal secretarial and / or administration qualifications.
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.
About Hogan Lovells
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, Asia-Pacific, Europe, the Middle East and Africa. With a presence in the world\’s major financial and commercial markets, we are well placed to provide excellent business-oriented 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.
Operations Overview
Operations is one of the firm\’s support departments and is responsible for the delivery of operational facilities services and the operation and maintenance of our real estate assets.
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Office Services Coordinator - 9 Months Fixed Term Contract employer: Hogan Lovells
Contact Detail:
Hogan Lovells Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Services Coordinator - 9 Months Fixed Term Contract
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, particularly Chrome River. Understanding how to navigate and use this system will give you a significant advantage during the interview process.
✨Tip Number 2
Highlight your experience in managing supplier relationships and contracts. Be prepared to discuss specific examples of how you've successfully handled these responsibilities in previous roles, as this is a key aspect of the position.
✨Tip Number 3
Demonstrate your organisational skills by preparing for potential scenarios you might face in the role. Think about how you would handle multiple requests from different stakeholders and be ready to share your strategies for prioritising tasks.
✨Tip Number 4
Showcase your ability to work in a team and communicate effectively. Prepare examples of how you've collaborated with others in past roles, especially in high-pressure situations, as this will resonate well with the collaborative culture at Hogan Lovells.
We think you need these skills to ace Office Services Coordinator - 9 Months Fixed Term Contract
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant administrative and organisational skills. Emphasise your experience in managing contracts, processing invoices, and any previous roles that required strong communication skills.
Craft a Compelling Cover Letter: In your cover letter, express your enthusiasm for the role and the company. Mention specific experiences that demonstrate your problem-solving abilities and client-focused approach, as these are key attributes for the position.
Showcase Technical Proficiency: Since the role requires proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, be sure to mention any relevant experience or certifications you have with these tools. Provide examples of how you've used them effectively in past roles.
Highlight Teamwork and Interpersonal Skills: The job involves working closely with various stakeholders. Use your application to illustrate your strong interpersonal skills and ability to work well within a team. Share examples of successful collaborations or projects you've been part of.
How to prepare for a job interview at Hogan Lovells
✨Showcase Your Organisational Skills
As an Office Services Coordinator, you'll need excellent organisational abilities. Be prepared to discuss specific examples from your past experiences where you successfully managed multiple tasks or projects simultaneously.
✨Demonstrate Communication Proficiency
Strong written and verbal communication skills are essential for this role. During the interview, highlight instances where you effectively communicated with various stakeholders, especially in challenging situations.
✨Familiarise Yourself with Relevant Software
Since the role requires proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, make sure to brush up on these applications. You might be asked about your experience with them, so be ready to discuss how you've used these tools in previous roles.
✨Emphasise Your Problem-Solving Abilities
The ability to handle difficult situations is crucial. Prepare to share examples of how you've approached and resolved challenges in the workplace, showcasing your resilience and 'can do' attitude.
