Office Services Coordinator

King & Spalding is a leading global law firm with a commitment to excellence, innovation, and the seamless delivery of legal services. We harness innovative technology and exceptional talent to meet the complex needs of our clients in a fast-paced and dynamic legal landscape. King & Spalding is seeking a highly hands-on Office Services Coordinator to support the London office. This role is essential to the smooth running of day-to-day office operations, covering a wide range of responsibilities including post and courier management, print and scanning services, equipment upkeep, and regular floor checks. The successful candidate will also support meeting room setups and AV requirements, assist with internal moves, coordinate with contractors and vendors, and help facilitate internal events. Additional responsibilities include overseeing records and archiving, managing access control, supporting new starter inductions, and ensuring facilities and maintenance issues are proactively identified and resolved.

We are looking for someone who is adaptable, organised, and confident managing a varied workload, with strong communication skills and a proactive, solutions-focused approach. The ideal candidate will thrive as the office “go-to” person and take ownership of improving processes and service delivery.

• Daily supervisory responsibility for the Office Services Assistants and providing feedback and support to the Senior Facilities Manager during appraisal time.
• Responsible for oversight of the Office Services function and maintaining service levels across the team.
• Deputise for the Senior Facilities Manager for London Facilities matters.
• Supporting the Senior Facilities Manager on projects as directed.

• Sort and distribute incoming post, internal mail, and courier deliveries, recording details where required.
• Frank outgoing post as needed.
• Handle printing and scanning requests; oversee printing workflows and step in to assist when required.
• Maintain office equipment, including photocopiers, printers, and the franking machine, ensuring all are in good working order.
• Conduct daily walk-throughs on all floors to identify and address any facilities issues.
• Arrange couriers and bikes and oversee all delivery services i.e., post/courier/any other.
• Provide guidance when needed and manage follow-up actions with courier providers.
• Check and replenish paper supplies within Office Services and, where appropriate, throughout the office.
• Manage the collection and disposal of recycling.
• Identify, record, and resolve facility or maintenance issues requiring attention.
• Log all tasks, complete necessary actions, and follow up as required.
• Remove excess supplies and equipment from vacant office spaces.
• Coordinate and project-manage internal office moves.
• Coordinate meeting room setups and configurations, ensuring rooms are prepared according to requirements.

• Coordinate with IT on all audio-visual requirements for meeting rooms.
• Provide front-line AV support and advise accordingly.
• Coordinate and project-manage internal event support, including attending and organising preparation meetings for events in the Level 28 client area.
• Take ownership of related tasks, offering guidance and recommendations where needed.
• Oversee London records and archiving, ensuring full understanding of the processes carried out by the Office Assistant.

• Monitor coffee and water machines, logging any issues and following up with vendors as required.
• Manage ordering of supplies to ensure consistent availability.
• Oversee external contractors, arranging permits and access where necessary, and coordinating with the building logistics team when applicable.
• Manage day-to-day communication with K&S vendors and contractors.
• Oversee security and access control, including processing new access requests and maintaining accurate databases.
• New Joiners: ensure all Office Services/Facilities-related tasks are completed, including inductions.
• Proactively identify opportunities to improve working methods, efficiency, and service delivery.

• Previous supervisory experience is desirable.
• Problem-solver, self-starter – comfortable taking responsibility and driving own development.
• High IT/systems proficiency and curiosity to improve and learn via AI and new technologies.
• Working knowledge of a Professional Services Office Services environment.
• Effective interpersonal, written and oral communication skills to facilitate relationships with staff, attorneys and clients.
• Ability to work on own initiative and take pride in self-work.
• Energetic, courteous and well-organised.
• Personable and willing to work as part of a team.
• Proactive, adaptable and flexible.
• Physical stamina and strength to lift, move heavy objects.

The Firm offers a generous total compensation package with annual bonus in recognition of individual merit-based performance. Eligible employees may participate in King & Spalding’s comprehensive benefit program, including private medical insurance with Bupa, life assurance (4x salary), critical illness insurance (2x salary) and income protection insurance, 7% firm pension contribution, gym membership/wellness allowance contribution, Employee Assistance Programme, season ticket loan, cycle to work scheme and 25 days annual holiday.

King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all state, federal, and local laws prohibiting discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, age, disability or any other status protected by applicable law.