Operations Coordinator

Vedder Price's London office is seeking an Operations Coordinator. This position will work under the guidance and supervision of the London Office Manager, and in conjunction with the Ricoh Site Supervisor, to ensure compliance with health and safety standards and maintain a high level of presentation across the London and Singapore offices.

As an Operations Coordinator, your duties will include but not be limited to:

• Coordinating hard and soft services, including M&E requests and contractor supervision.
• Responsible for obtaining the necessary work permits and RAMS.
• Managing the regular and periodical cleaning visits, ad hoc cleaning requests, office snagging, and small project works.
• Overseeing stationery reviews, and office supply orders.
• Supporting new joiner set-ups and inductions.
• Maintaining accurate records for H&S, and M&E servicing.
• Assisting with internal office moves and space planning.
• Liaising with building management where necessary.
• Assuming the role of Deputy Chief Fire Warden.
• Organising Fire Warden and First Aid training and maintaining PEEP register.
• Conducting regular floor walks to ensure cleanliness and presentation.
• Assisting London Office Manager with planning office social events and community initiatives/events.
• Providing support for office events and cover reception when required.
• Responding effectively to emergency situations and upholding confidentiality.
• Reviewing costs and services provided by vendors and contractors.
• Working with the London Accounts Coordinator, reviewing and promptly submitting vendor invoices for the London and Singapore offices to Emburse using appropriate firm and department account numbers.
• Corresponding with vendors and responding to inquiries regarding payments and firm account status; maintaining vendor relationships to ensure competitive pricing.
• Performing and reviewing DSE assessments for the London and Singapore offices to ensure regulatory requirements are met. Maintaining appropriate records for all assessments.
• Ensuring the provision of necessary equipment and appropriate signage in each office.
• Preparing relevant risk assessments and maintaining accurate records.
• Working with Ricoh team and London Office Manager to ensure best practices and coverage amongst reception and office services, specifically preparing for Visitors and tending to their requests.
• Handling access control, and security pass management utilising the online portal, Kastle.
• Preparing a weekly attendance report from the Kastle system data.
• Serving as operational backup if London Office Manager is unavailable.
• Performing other operational duties as required and assigned by the London Office Manager.

Excellent organisational and time management skills. Ability to remain calm and exercise good judgment in emergencies. Ability to prioritise and multitask in a fast-paced environment. Excellent verbal and written communication skills. Ability to interact effectively and professionally with clients and all levels of personnel, including attorneys, coworkers and administrators.

Qualifications & Required Experience:

• Proven experience in a facilities role within the legal sector.
• Strong knowledge of facilities management and project coordination.
• Experience managing hard and soft services.
• Position also requires the ability to work under pressure to meet strict deadlines.
• Health & Safety qualification (e.g., IOSH or NEBOSH) (desirable but not essential).
• DSE assessor qualification (desirable but not essential).

Computer Skills: To perform this job successfully, an individual must be proficient in the following software: Microsoft Office Suite.