Office Services Coordinator in London

We are 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.

Supervisory Responsibilities

• 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.

Essential Job Functions

• 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 (post, courier, and any other), providing guidance and managing follow-up actions with 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; 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.

Crossover Tasks with IT and Reception

• Coordinate with IT on all audio-visual requirements for meeting rooms and provide front-line AV support.
• Coordinate and project-manage internal event support, including attending and organising preparation meetings for events in the Level 28 client area.
• Oversee London records and archiving, ensuring full understanding of the processes carried out by the Office Assistant.

Additional Responsibilities

• Monitor coffee and water machines, logging any issues and following up with vendors; 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.
• Ensure all Office Services/Facilities-related tasks for new joiners are completed, including inductions.
• Proactively identify opportunities to improve working methods, efficiency, and service delivery.

Qualifications

• Previous supervisory experience is desirable.
• A problem solver and self-starter - comfortable taking responsibility and driving their 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.
• Demonstrates effective interpersonal, written, and oral communication skills to facilitate working relationships with staff, attorneys, and clients.
• Ability to work on own initiative and take pride in self and job.
• Energetic, courteous, and well-organized.
• Personable and willing to work as part of a team.
• Proactive, adaptable, and flexible.
• Physical stamina and strength to lift and move heavy objects.

Benefits

• Annual bonus in recognition of individual merit-based performance.
• Participation in comprehensive benefit program, including private medical insurance with Bupa.
• Life assurance 4x salary.
• Critical illness insurance 2x salary.
• Income protection insurance.
• 7% firm pension contribution.
• Gym membership or wellness allowance contribution.
• Employee Assistance Programme.
• Season ticket loan.
• Cycle to work scheme.
• 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.