Office Services Coordinator - 9 Months Fixed Term Contract

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Job Title

Office Services Coordinator – 9 Months 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 office,please 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, 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.

Department Description

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.

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 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.

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.

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.

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.