Operations Executive in City of London

H&P Executive Search is a specialist legal executive search firm operating across the UK, EU and US. As we grow, we are looking for an Office & Operations Executive to own the day-to-day running of our physical offices and the operational backbone that keeps the team productive across our London and Miami locations.

Working directly with the Chief Operating Officer, you will be responsible for everything that keeps the offices running smoothly — facilities, vendors, onboarding, IT and hardware, and the general operational support the business relies on. This role is the natural counterpart to our Revenue Operations Analyst: where they own data, CRM and automation, you own the people-facing and physical side of operations. It is a varied, hands-on role for someone highly organised who enjoys being the person who makes everything work.

Key Responsibilities

• Office Management (London & Miami)
  • Own the smooth day-to-day running of both the London and Miami offices.
  • Manage office supplies, equipment, refreshments and the general office environment so the space is professional and well-presented.
  • Coordinate across time zones to keep the Miami office well supported despite being remote from it.
  • Act as the first point of contact for office-related queries from the team and visitors.
  • Support event hosting, client visits, meetings and internal gatherings across both locations.
• Onboarding
  • Own the operational onboarding of new joiners across both offices — desk, equipment, accounts and access ready from day one.
  • Coordinate with HR and the COO to deliver a smooth, consistent and welcoming starter experience.
  • Manage the offboarding process, including return of equipment and revocation of access.
  • Maintain onboarding checklists and documentation so the process is repeatable and reliable.
• Facilities Management
  • Manage facilities across both offices — leases, building management, maintenance, cleaning, security and health & safety.
  • Serve as the liaison with landlords, building managers and facilities providers in London and Miami.
  • Ensure both offices remain compliant with relevant health, safety and building regulations.
  • Plan and coordinate any office moves, fit-outs or space changes as the business grows.
• Vendor Management
  • Manage relationships with suppliers and vendors across both offices, from IT and telecoms to cleaning, catering and stationery.
  • Source, negotiate and review contracts to secure good value and reliable service.
  • Track renewals, invoices and service levels, escalating issues where needed.
  • Maintain an organised record of vendors, contracts and key renewal dates.
• IT, Hardware & Computer Setup
  • Own the procurement, setup, configuration and ongoing management of laptops, monitors and peripherals for the team.
  • Prepare and configure hardware for new starters and manage the device lifecycle through to return.
  • Provide first-line IT support, resolving day-to-day hardware and software issues or escalating to external IT providers.
  • Maintain an accurate asset register of all hardware across both offices.
  • Manage user accounts, software licences and access in tools such as Microsoft 365, working with external IT support where needed.

What We’re Looking For

Essential

• Proven experience in office management, operations or facilities, ideally in a professional services environment.
• Highly organised with the ability to juggle multiple responsibilities and offices at once.
• Confident, practical problem-solver who takes ownership and gets things done.
• Strong communication and interpersonal skills, comfortable dealing with staff, vendors and senior stakeholders.
• Hands-on competence with IT and hardware — setting up laptops, troubleshooting common issues and managing accounts.
• Based in the London office four days per week, with occasional travel to Miami as required.
• Comfortable working across the London and Miami time zones and coordinating remotely with the Miami office.

Desirable

• Experience supporting or managing more than one office or location.
• Familiarity with the Microsoft 365 ecosystem (Outlook, SharePoint, Teams) and basic IT administration.
• Experience managing vendor contracts and negotiating with suppliers.
• Awareness of UK and US health & safety and workplace requirements.
• Experience in recruitment, professional services or another fast-paced business.

Why This Role

• Genuine ownership of the operational and physical running of the business across two international offices.
• Work directly with the COO with broad visibility and real autonomy.
• A varied, no-two-days-the-same role spanning facilities, people, vendors and IT.
• Join a growing, international executive search firm at an exciting stage.