Workplace Coordinator in Manchester

This job is with Lewis Silkin LLP, an inclusive employer and a member of my Gwork – the largest global platform for the LGBTQ+ business community.

Please do not contact the recruiter directly.

About the Team

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About the Role

The Workplace Operations Coordinator will provide support to the Regional Workplace Operations Manager in provision of day-to-day office activities and operations whilst also providing administrative support to the fee-earners and wider business teams based in the Manchester and Leeds office as and when required.

Please note this is a 3-month Fixed Term Contract and there will be occasional travel to Leeds required within this role.

Key Responsibilities

• Service Delivery / Facilities
• First point of contact for clients and visitors; greeting in a helpful and professional manner, answering the door and dealing with queries, if able, and ensuring messages are taken accurately and dealt with appropriately.
• Liaise with local Belfast vendors for supplies, services and subscriptions.
• Provide support to the Regional Office Manager with scheduling internal and external meetings and training / events; ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.

This will include setting up internal meeting-room (including catering, when requested) and clearing conference rooms after meetings.

• Oversee the dispatch of mail, organising couriers and opening, sorting, and recording of all in-coming mail and the response to or distribution of same as appropriate.
• Ensuring the stationery cupboard and photocopiers/printers are always well stocked and ensure timely ordering of same.
• Delivering and collecting bundles and packages (to/from city centre locations).
• Runner (purchasing day-to-day small office supplies/needs with petty cash).
• Responsible for creating and maintaining effective electronic and hard copy filing systems and archiving files where appropriate.
• Photocopying and scanning documents, maintaining, and creating excel databases as required.
• Support the Regional Workplace Operations Manager with routine office checks and flagging and following up on any building or maintenance issues, highlighting hazards and issues, whilst ensuring all areas of the office are reset to maintain a clean, organised office.
• Support the Regional Workplace Operations Manager and by suggesting ways to innovate the office, ideally reviewing processes which can be improved and new ways of working.
• Champion the Workplace Ops department by seeking new ways to support the sustainability goals of the business.
• Adopt a flexible approach to various other office and secretarial support responsibilities as required.
• Keep internal communications and noticeboards up to date.
• Hospitality
• Provide support to the Regional Workplace Operations Manager with scheduling internal and external meetings and training / events; ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.

This will include setting up internal meeting-room (including catering, when requested) and clearing meeting rooms after meetings.

• Arranging hospitality and setting it up in the required office space.
• Organising external catering.
• Stock control and maintenance of the hospitality facilities including general cleaning.
• Supervising and assisting at events.
• Mail
• Sorting and distribution of incoming mail – scanning of all incoming documents via royal mail and DX and correctly using the in house post scanning software to correctly allocate scanned post to relevant electronic post folders.
• Collecting and franking of outgoing mail – including processing letters for printing and completing envelope fulfilment requirements.
• Handling of incoming and outgoing deliveries via courier – ensuring that all incoming documents are scanned entirely and allocated to the relevant electronic post folders.
• Dealing with incoming hand deliveries from clients – ensuring that all incoming documents are scanned entirely and allocated to the relevant electronic post folders.
• Arranging and completing outgoing hand deliveries.
• Health & Safety
• Support the Regional Workplace Operations Manager with ensuring the office remains compliant, and Health & Safety measures are adequately adhered to, in accordance with local legislation/regulations.
• Support with the completion of applicable risk assessments and deliver statutory compliance.
• Assisting with the fire tests, drills and updating H&S noticeboards.
• To be aware of the day-to-day health and safety requirements surrounding working area.
• To immediately raise any health and safety concerns to the Office Manager/Line manager.
• To participate in any on site health and safety audits or assessments.
• Billing/Financial
• Collation of invoices received from local suppliers for locally sourced services (cleaning, utilities etc).
• Support finance team through contract reviews.
• Support in budget reviews for office spend and control.
• Other occasional duties related to finance matters as required.

About You

This is a challenging role offering experience in a fast-paced, professional environment.

The candidate must have excellent communication skills and enjoy working in an involved team environment.

They must be organised with a flexible nature and a co-operative and willing attitude.

Skills, Knowledge and Experience

• Experience covering key aspects of the above criteria (preferably in an international law/professional services firm).
• Working with multiple suppliers with different services.
• Excellent organisational and communication skills.
• Confidential and diplomatic approach in dealing with clients and colleagues.
• Proficient in professional communication via phone, email, and Teams and capable of establishing and maintaining professional working relationships.
• Reliable and trustworthy.
• Experience of working to tight deadlines, multitasking and not losing sight of priorities.
• Accurate numerical and accounting skills.
• Experience of using all office equipment (e. g.

Photocopiers, printers, phones, computer hardware & software, video conference equipment) and being prepared to troubleshoot where necessary, given the appropriate support from London Facilities/IT teams (although full training on our systems will be provided).

• Strong team player, with a flexible, can-do attitude.
• IT Skills Required
• Proficient IT skills – Word, Excel, Outlook, Power Point systems, although full in-house training will be provided.

Additional Information

At Lewis Silkin our ethos is simple.

We strive to do the best for our clients, our people and the communities in which we operate.

We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise.

We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients.

We are committed to supporting candidates throughout the recruitment process by supporting anyone who requires adjustments, in order to ensure they have the opportunity to perform at their best.

All applicants will be considered equally and fairly.

If you’d like to request any adjustments throughout the recruitment process, or would like to discuss flexible working patterns, please email the recruitment team in confidence ( recruitment@lewissilkin. com ).