Global Facilities & Operations Assistant

Hogan Lovells Cadwalader Services; Greater London; Hybrid; GBP 38,000 - 52,000; Full time

Job summary

Hogan Lovells Cadwalader Services is seeking an Assistant Facilities Manager in London to coordinate administrative support for the Global Operations Director and Office Services Managers, and to support the Facilities function across the UK.

You will handle invoicing, raise POs, manage contractor onboarding, and oversee office moves, workspace equipment, and sustainability initiatives as part of our facilities team.

Qualifications

• Excellent administrative and organisational abilities.
• Ability to assist with managing contracts, reviewing budgets and standards.
• Excellent written and verbal communication skills.
• Experience working in Facilities or Office Services departments.

Responsibilities

• Acting as a point of contact for Operations and Office Services for internal and external communications and distribution of requests to appropriate persons.
• Processing invoices on the online finance system, Chrome River and dealing with general invoicing queries.
• Raise PO’s for various suppliers using the PO database and updating the PO tracker.
• Managing the new starter and leaver processes for third party contractors.
• Requesting logins, mailboxes and technology equipment where needed and extending accounts when needed.
• Coordination of contractor visits, ensuring appropriate documentation, permits, risk assessments and method statements are received and maintained.
• Coordinator for the CEO flat in London including paying bills and dealing with any post in the CEO absence.
• Assisting 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.
• Supporting Procurement team in the compilation of RFPs, supplier evaluations and onboarding for facilities contracts.
• Manage the workstation equipment requests including ordering equipment and recording requests.
• Understanding of various types of ergonomic equipment and regular equipment requests.
• The department's main publisher for the HLC Global intranet site, ensuring all relevant information is kept up to date.
• Organising departmental events including offsite team days.
• Taking part in the new starter inductions, presenting on facilities and safety arrangements.
• Supporting 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.
• Assisting with compliance including documentation, audits, inspections.

Skills

Administrative abilities

Contract management

Budget experience

Communication skills

MS Office proficiency

Interpersonal skills

Problem solving

Supplier management

Experience in facilities

Customer service

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Job description

Hogan Lovells Cadwalader Services is seeking an Assistant Facilities Manager in London to coordinate administrative support for the Global Operations Director and Office Services Managers, and to support the Facilities function across the UK.

You will handle invoicing, raise POs, manage contractor onboarding, and oversee office moves, workspace equipment, and sustainability initiatives as part of our facilities team.