Workplace Services Coordinator

Job description

Role : Workplace Services Coordinator Location : London Contract : Full time, 12 Month Fixed term contract Working arrangement: Hybrid Key Responsibilities Proactively assist with the delivery of professional and efficient support services to the office, including but not exclusive to: Play a leading role as an ambassador of Workplace Services and Facilities Undertake general administrative tasks as part of our central administration team to support the wider needs of the business including the monitoring and actioning of central mailboxes Assist the Management team in supporting good financial hygiene across the team to include but not limited to processing invoices for payment, dealing with financial queries, raising purchase orders and supporting other members of the team with invoice processing and queries/training Support with any queries relating to direct deliveries, ensuring all items received are thoroughly checked against delivery notes and purchase orders to verify accuracy and completeness Supporting day-to-day operations, including office maintenance , coordinating and scheduling contractors’ visits in partnership with office and building reception teams to ensure visits run smoothly and securely Provide administration support to the Facilities and Workplace Services Management team Maintain and distribute a weekly report of new starters and leavers, ensuring all relevant stakeholders are kept informed. Maintain awareness of health and safety procedures, including first aid processes Conduct regular workplace inspections to ensure the office environment meets operational and safety standards Complete monthly Health and Safety floor inspection, reporting any findings and overseeing through to completion. Review all event suppliers and contractor Risk Assessments and Method Statements before arranging building access. Attend site following weekend cleaning periodicals, project work and installation s for signoff. Complete monthly cleaning quality audits with cleaning contractor identifying areas for improvement. Attend to ad hoc incidentals on site when necessary Support emergency procedures and business continuity planning Act as SME for the Eptura platform, supporting projects and day to day management of system updates and changes Assist with the coordination of office moves, changes and desk setups Customer Service Provide an excellent service to clients to be recognized as a “go to” person Assist with day-to-day issues and offer assistance and solutions wherever possible . C onsistently and appropriately update service users on progress where appropriate Act as a point of contact and interface between the Management team and Legal Support as well as other internal departments e.g. IT, Finance Seek opportunities to work collaboratively with cross-functional teams to continuously improve the client experience Demonstrate flexibility in supporting clients and assisting the wider team as required Communication Communicate regularly with the Management Team , Legal Support Managers and staff at all levels to ensure exceptional service. Liaise with internal stakeholders and external suppliers as required Essential Skills & Experience Professional, with a positive attitude, willing to go the extra mile to deliver exceptional service Strong technical skills with the ability to utili s e electronic systems and packages to effectively manage day-to-day tasks to increase efficiencies Demonstrates a willingness to make suggestions in support of a continuous improvement in culture Effectively manages time with the ability to prioriti s e workload to meet changing needs Ability to work independently in a high-pressure environment A strong team player with a high degree of initiative and self-confidence who understands the need to work collaboratively to deliver services for the benefit of the team/firm Strong attention to detail with the ability to work to tight deadlines, planning and prioritizing workload to achieve service delivery Excellent verbal and written communication skills with the ability to build and maintain constructive and supportive relationships Takes ownership to actively develop knowledge and skills, demonstrating a willingness to broaden experience to ensure service delivery Proficient in the use of Microsoft suite packages Strong oral and written communication skills Business Services Competencies Clyde & Co is committed to providing extensive, personal and professional development opportunities for our people, enabling them to be highly effective in their current role as well as assisting them in fulfilling their career aspirations. The competencies are used to inform all aspects of Business Services career development. They vary across levels and different business areas and fall under the following areas: Technical Excellence People and Team Client/Stakeholder Relationships Service Delivery and Commercial Awareness Personal Effectiveness The Firm When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets. Our Commitment Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process. A Note on Privacy Please take a moment to read our privacy notice . This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject. If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice. This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.