Business Operations Assistant

Under the supervision of the Office Manager, coordinate and oversee events, facilities, and administrative operations functions for the London office. Assist with all administrative facets of the office including general administration duties, reception and hospitality, office services, department assistant tasks, and receptionist duties. Assist, coordinate, plan, or attend a variety of events for the London office. Perform, assist, coordinate or plan a variety of tasks and projects to ensure firm equipment, premises and facility-related programs remain at a sufficient level for excellent service to clients, business professionals, and attorneys.

Essential Functions

• Highlight maintenance or cleaning issues to the Office Manager, direct maintenance personnel to areas of the office as necessary.
• In coordination with the Office Manager, oversee the work of contractors and vendors regarding the maintenance, repair, and improvement of office space, equipment, and furniture.
• Assist the Office Manager to maintain a safe and healthy work environment.
• Prepare offices for new hires and visitors, change name plates, and ensure office is clean and tidy.
• Assist Office Manager with managing access badges, print new badges as necessary, assign temporary passes.
• Maintain inventory in offices, workspaces, and stationery cupboard; ensure that spaces are clean, stocked with basic office supplies.
• Liaise with the technology department to replace equipment as needed.
• Manage all concierge-level requests in accordance with the instructions given, and ensure adequate records are kept.
• Assist guests with special requests such as printing, food orders, scanning, basic supplies, Wi-Fi passwords, basic technology-related troubleshooting, directions to or recommendations of local restaurants and other businesses.
• Manage and distribute incoming mail and packages.

Office Supplies and Equipment

• Provide support and information in the areas of computer peripheral supplies, recycling programs, furniture maintenance, plant maintenance, and other office equipment as needed.
• Order and maintain office supplies and supply rooms.
• Order and maintain office snacks and drinks.

Office Space Utilization and Planning

• Assist Office Manager with Office Space Utilization and Planning.
• Responsible for the utilization of storage space and off-site Consolidation Centre.

Administrative Support

• Assist Office Manager with reconciliation of the office credit cards.
• Participate in the onboarding process by showing new hires to their office and organizing the ordering of branded merchandise.
• Ordering branded merchandise for client events and preparing gifts.
• Assist with maintaining and inputting data into databases and spreadsheets as directed.
• Manage or coordinate with on-site and off-site contract workers for all catering orders for meetings and events.
• Help manage and reduce office waste to adhere to the building recycling process.
• Set up and clean down conference rooms for London office meetings, client meetings, events, welcome receptions.
• Assist RSCS by sending QR codes to guests and contractors for access to the building.
• Reception cover in absence of RSCS, welcome guests, offer beverages and direct to conference room, alert host of guest’s arrival.
• Provide basic IT assistance in the absence of current IT team.
• Process all mail delivered to the office.
• Assist with direct deliveries and collections to and from the office.
• Liaise with the building logistics team to organize parking for contractors and vendors.
• Reserve conference room requests in accordance with the instructions given utilizing the firm’s meeting room software.
• Assist Office Manager with internal office relocations, business resilience, emergency response plans, and emergency equipment.
• Perform other duties, as assigned.

Specific Skills Required

• Exceptional customer service skills.
• Ability to communicate effectively, both orally and in writing.
• Basic mechanical aptitude for equipment and furniture maintenance.
• Working knowledge of MS Office Suite products and Outlook.
• Ability to establish effective working relationships through operational groups.
• Must participate as a team member as well as work independently as directed with limited oversight.
• Ability to interpret and assess client needs.
• Ability to communicate sensitive information with diplomacy and tact.
• Ability to maintain high level of confidentiality and exercise discretion.
• Proficiency in MS Office applications.
• Able to take initiative.
• Accurate data entry skills.
• Demonstrated strong attention to detail and excellent follow-through.
• Strong written and oral communication skills.
• Ability to work in a support role with multiple individuals in a team environment.
• Strong problem-solving skills.
• Strong understanding of standard databases.
• Intermediate Excel skills.
• Superb administrative and interpersonal skills.
• Must have the ability to anticipate needs and think independently.

Education And Experience

• A minimum of two years’ administrative support/coordination and office operations experience, or equivalent.
• High school diploma or equivalent and law firm experience preferred.
• Experience in a leadership role for small projects under minimal supervision is required.

This role is being filled directly by our team, and we are not accepting recruiter or agency submissions at this time. At Perkins Coie, we look for self-motivated individuals dedicated to providing value and superior service and who have a high degree of integrity and enthusiasm for their work. We have created a company culture based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities.

Work with one of the 100 Best Companies to Work For and receive great health insurance, tuition reimbursement, and paid sabbaticals. This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to 10 paid holidays, and family care benefits.