Dynamic Operations Assistant for Office & Facilities

Are you looking for a new challenge? Keen to develop your career in an ambitious professional services business? We're looking for a Business Operations Assistant to join our supportive and collaborative Business Operations team in our London office on a 6-month fixed-term contract.

Our Firm Squire Patton Boggs is one of the world's strongest integrated law firms, committed to providing insight at the point where law, business and government meet. We deliver commercially focused business solutions to a diverse mix of clients, from long-established leading corporations to emerging businesses, start-up visionaries and sovereign nations.

With over 1,500 lawyers spanning more than 40 offices across four continents, the firm is renowned for its local connections and global influence, delivering comprehensive legal services across North America, Europe, the Middle East, Asia Pacific, and Latin America. In the UK, we have offices in Birmingham, Manchester, Leeds and London. The firm is committed to promoting a collaborative and supportive working environment.

Our London Business Operations team currently consists of 2 Business Operations Assistants and a Team Leader, 3 Receptionists and a Senior Receptionist. This forms part of the wider Business Operations team reporting into the Facilities Manager.

As a Business Operations Assistant, you will provide active cross-team support for the following services:

• Reprographics: Printing, scanning and photocopying; binding documents & maintenance of all MFD and desktop printers; ensuring any work sent out for external completion is received back on time and completed to a high standard.
• Post Room: Action incoming job requests through a centralised computer system; manage incoming and outgoing post and couriers, checking unreferenced mail; logging charges and carry out floor checks, replenishing stationary.
• Archiving: Manage the retrieval of all incoming and outbound files and deeds; maintain and audit records on the system, and perform physical deeds audits; ensure office adherence to records procedures advising on records searches.
• Reception Services: Greet visitors in a professional and courteous manner, confirming arrivals; book meeting rooms, including all catering and equipment requirements; check and clear meeting rooms and maintain a tidy reception area; assist clients with taxi booking, print and general requests; ensure all services are provided in accordance with the agreed service levels.
• Facilities: Deal with incoming job requests within agreed timescales; setting up meeting rooms and completing office moves as required; complete monthly hazard defects and fire safety inspections; assist with light reactive and planned maintenance tasks.

You will be required to use various electronic booking systems for internal job requests, meeting rooms and couriers. From time to time there may be changes in service requirements or ad hoc and annual project work that the post holder would assist on. Remote assistance to other offices will be provided as and when required ensuring a seamless service for clients.

You ideally will have previous experience of working in a mail, reprographics and/or facilities role. Experience in a professional office environment is preferred. You will need to be a team player who enjoys collaborating with and supporting other members of the team. You must be able to communicate effectively at all levels and have the ability to listen and interpret instructions. Taking pride in your work and understanding the need for quality and attention to detail as well as a positive attitude and professional manner are important. A client focused “can-do” approach to tasks, with an ability to use your own initiative to ensure delivery is key. You will need to be flexible and willing to work overtime if required and be a reliable team member and an excellent timekeeper. You will need good IT skills, with a working knowledge of Microsoft packages (especially Outlook) and be comfortable learning new systems as required.

If you are interested in finding out more about this role, please visit our careers site at www.squirepattonboggs.com/join-us. We are unable to process applications sent directly by email. Please complete an online application.

We are an inclusive employer and aim to ensure our workforce is representative of our society. We welcome applications regardless of age, neurodiversity, disability, family or parental status, race, religion, ethnicity, sexual orientation, or gender identity and expression or other legally protected characteristics. We will make reasonable adjustments and adaptations to our recruitment process to ensure it is inclusive for anyone who wishes to apply.