Operations Coordinator

Vedder'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.

Overview

As an Operations Coordinator, you will support day‑to‑day facilities, health and safety compliance, and office services across the London and Singapore offices.

Responsibilities

• Coordinating hard and soft services, including M&E requests and contractor supervision.
• Responsible for obtaining the necessary work permits and RAMS.
• Managing regular and periodic 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 the PEEP register.
• Conducting regular floor walks to ensure cleanliness and presentation.
• Assisting the London Office Manager with planning office social events and community initiatives/events.
• Providing support for office events and covering 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 to review and promptly submit vendor invoices for the London and Singapore offices using Emburse with 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, and 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 the 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 using the online portal, Kastle.
• Preparing a weekly attendance report from the Kastle system data.
• Serving as operational backup if the London Office Manager is unavailable.
• Performing other operational duties as required and assigned by the London Office Manager.

Skills & Competencies

• 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.
• 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.

Equal Employment Opportunity

Vedder Price P.C. is an equal opportunity employer. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability (where applicant is qualified to perform the essential functions of the job with or without reasonable accommodations), medical condition, protected veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law. We participate in E-verify. Applicants who are interested in applying for a position and require special assistance or an accommodation during the process due to a disability should contact the Vedder Price Recruiting Team at vprecruiting@vedder.com.