Office Services Supervisor

HFW; Melbourne; On-site; AUD 90,000 - 110,000; Full time

Benefits offered by this job

Market-competitive remuneration package

Employee Referral Incentives

Health & Wellbeing initiatives

Active employee-led Social Committee

Additional annual leave options

Supportive work environment

Collaborative environment

CBD office

Job summary

A global law firm in Melbourne seeks an Office Services Coordinator to manage the Melbourne office and coordinate national teams. Responsibilities include leading a team of administrators, overseeing budgets, and ensuring efficient office functions. The ideal candidate will have experience in facilities management, excellent communication skills, and a service-oriented approach. This role offers a market-competitive remuneration package and a friendly, supportive work environment with ample benefits.

Qualifications

• Experience in facilities or office management in a professional services environment.
• People management or team leader experience is preferred.
• Strong organisational, planning, and problem-solving skills are essential.
• Excellent interpersonal, verbal and written communication skills.
• Willingness to travel occasionally or work outside usual hours.

Responsibilities

• Coordinate Office Services functions nationally for efficient service.
• Lead and mentor a team of Office Administrators across locations.
• Oversee office budgets, supplies, and event catering.
• Collaborate with social committees on events and provide on-ground support in Melbourne.
• Liaise with building management on services, security, and access.
• Communicate office processes and updates to employees and partners.

Skills

Facilities management

People management

Organisational skills

Communication skills

Problem-solving skills

Detail-oriented

Job description

HFW is a sector focused global law firm with a focus on construction, shipping, aerospace, commodities, corporate & commercial and insurance. We have over 700 lawyers working across Australia, Asia, Europe, Middle East and the Americas. With a progressive approach to our roles in commercial business, thinking creatively and pragmatically to support our clients, we are dynamic, entrepreneurial and leaders in our specialist areas.

In Australia, we have 4 offices in Melbourne, Sydney, Brisbane and Perth and around 210 team members.

To find out more, please visit www.hfw.com.

The Role

There are two aspects to this role as both the key Office Services lead in the Melbourne office (with 1 direct report) as well as co-ordinating the national Office Services team (Office Administrators across Melbourne, Sydney, and Perth) to ensure the smooth running of our offices and consistent employee experience. As well as the day-to-day activities across the Melbourne office, you will have a focus on continuous improvement of office services and facilities, manage budgets, support social and internal events, and be the first point of contact for critical incidents in the Melbourne office. The role may also involve some project work, such as office refits/moves and supporting overflow activities across offices.

Key Responsibilities

• Co-ordinate Office Services functions nationally, ensuring prompt, efficient, and reliable service
• Lead, mentor, and support a team of Office Administrators across multiple locations
• Oversee office budgets for staff subsistence, supplies, and event catering; approve office invoices
• Collaborate with social committees on events across Australian offices, and offer on the ground support in Melbourne
• Liaise with building management on services, security, and access
• Communicate building and precinct activations, social events, and office processes
• Liaise with employees and partners to address urgent requests and coordinate with admin support across offices particularly for events
• Review and improve office processes and procedures for best practice
• Identify training needs for direct reports and ensure ongoing development
• Manage relationships with key suppliers, ensuring budget, quality, and sustainability goals are met
• Act as the first point of contact for critical incidents in the Melbourne office
• Provide support for overflow office services activities and project work as required

About You

You will thrive in this role if you have:

• Experience in facilities or office management, ideally in a professional services environment
• People management or team leader experience
• Strong organisational, planning, and problem-solving skills
• Excellent interpersonal, verbal, and written communication skills
• Service-oriented approach and attention to detail
• Ability to undertake occasional travel or work outside usual hours

What's in it for you?

If you're eager to join a friendly team in a positive environment, this opportunity could be ideal for you. As well as a friendly, down-to-earth group of colleagues, we offer the following benefits:

• Market-competitive remuneration package
• Employee Referral Incentives
• Health & Wellbeing initiatives, such as annual flu vaccinations, access to the Employee Assistance Program, free subscriptions to wellbeing apps, and subsidised sporting activities
• An active employee-led Social Committee, organising regular events in all our offices
• The ability to purchase additional annual leave and access our Paid Parental Leave (26 weeks)
• Beautiful office in the CBD with excellent end-of-trip facilities
• A welcoming, supportive, and collaborative work environment

What's next?

If this sounds like an opportunity for you, apply online with your CV and a brief cover letter outlining why you are interested in this role. We would love to hear from you!