Hybrid Facilities Coordinator, UK Operations

Hogan Lovells; Greater London; Hybrid; GBP 32,000 - 52,000; Full time

Job summary

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

This 35-hour week offers hybrid working (up to 40% from home) with a 9:30–17:30 schedule; duties include supplier coordination, invoicing, onboarding/offboarding of contractors, KPI monitoring and assisting with sustainability and ISO 14001 initiatives.

Qualifications

• 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.

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 skills

Contract management

Budget management

Written communication

Verbal communication

MS Office proficiency

Interpersonal skills

Team player

Tools

Microsoft Office

Job description

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

This 35-hour week offers hybrid working (up to 40% from home) with a 9:30–17:30 schedule; duties include supplier coordination, invoicing, onboarding/offboarding of contractors, KPI monitoring and assisting with sustainability and ISO 14001 initiatives.