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About the Role
To coordinate all administrative support to the Global Operations Director and the Office Services Managers and support the Facilities function for the UK.
Responsibilities
- Act as a point of contact for Operations and Office Services for internal and external communications and distribution of requests to appropriate persons.
- Process invoices on the online finance system, Chrome River and deal with general invoicing queries; Raise PO’s for various suppliers using the PO database and updating the PO tracker.
- Manage the new starter and leaver processes for third party contractors; requesting logins, mailboxes and technology equipment where needed and extending accounts when needed.
- Coordinate contractor visits, ensuring appropriate documentation, permits, risk assessments and method statements are received and maintained.
- Coordinate for the CEO flat in London including paying bills and dealing with any post in the CEO absence.
- Assist to manage various facilities contracts including: general stationery, interior and exterior plans and landscape gardeners, taxis; workstation assessments and eye vouchers.
- Monitor KPIs and SLAs for third party contractors ensuring they are achieving contractual obligations and aiming for continual improvement.
- Support the Procurement team in the compilation of RFPs, supplier evaluations and onboarding for facilities contracts.
- Manage workstation equipment requests including ordering equipment and recording requests.
- Understand various types of ergonomic equipment and regular equipment requests.
- Act as the department's main publisher for the HLC Global intranet site, ensuring all relevant information is kept up to date.
- Organize departmental events including offsite team days.
- Participate in new starter inductions, presenting on facilities and safety arrangements.
- Support sustainability initiatives including supplier reporting, waste management programmes and environmental performance data gathering.
- Support with maintaining the Firms ISO 14001 standard.
- Support with office moves including with the offices and to new locations.
- Assist with compliance including documentation, audits, inspections.
Requirements
- Excellent administrative and organisational abilities.
- Ability to assist with managing contracts, reviewing budgets and standards.
- Excellent written and verbal communication skills.
- Ability to use Microsoft Outlook, Word, Excel and PowerPoint to a high standard.
- Strong interpersonal skills with the ability to work well within a team and deal with people at all levels.
- Problem solving skills, including the ability to deal with difficult situations and challenging demands.
- Experience of managing suppliers.
- Demonstrable experience in a similar role and level of responsibility.
- Keenly developed sense of what constitutes excellent customer service.
- Experience working in Facilities or Office Services departments.
- Attention to detail.
- A client focussed approach with a 'can do' attitude.
- The ability to manage expectations.
- Resilient character, able to take the rough with the smooth and work calmly under pressure.
- Flexible and enthusiastic.
- Diplomatic.
Skills
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
Location
- London
Work Type
- Hybrid working (up to 40% remote, 60% office)
- Agile working patterns considered
- Flexible working patterns considered
Experience Level
- Similar role and level of responsibility
About the Company
- Operations is one of the firm's support departments and is responsible for the delivery of operational facilities services and the operation and maintenance of our real estate assets.
Equal Opportunity
- It is the policy of Hogan Lovells Cadwalader to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of racial or ethnic origin, religion, sex, gender and gender identity, age, sexual orientation, marital and civil partnership status, pregnancy or disability.
- Our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis, and we will be happy to discuss this further.