Office & Facilities Coordinator

Norton Rose Fulbright; Milano; In loco; EUR 30.000 - 50.000; Tempo pieno

Descrizione del lavoro

A global law firm in Milan is seeking an Office & Facilities Coordinator to oversee daily operations and ensure a safe, efficient work environment. The ideal candidate will have experience in office management and a proactive service-oriented approach, alongside excellent communication skills in both Italian and English. This full-time role offers a great opportunity to contribute to a collaborative workplace.

Competenze

• Experience in office management, facilities, or operations.
• Ability to manage multiple tasks and stakeholders with professionalism and discretion.
• Collaborative mindset.

Mansioni

• Oversee daily office operations and supervise facilities and front office teams.
• Manage maintenance, safety, refurbishments, and overall appearance of the workspace.
• Coordinate with HR to ensure compliance with health and safety regulations.

Conoscenze

Highly organized

Proactive

Service-oriented

Excellent communication in Italian and English

Attention to detail

Strong proficiency in Excel and Microsoft Office tools

Descrizione del lavoro

Join to apply for the Office & Facilities Coordinator role at Norton Rose Fulbright.

Norton Rose Fulbright is a global law firm with over 50 offices and 7,000 employees worldwide. We provide leading corporate and financial institutions with a full business law service. Our strategy and culture are closely intertwined, and we understand that pioneering work occurs when people have room to move and think beyond boundaries. We are looking for innovative, commercial people who value the work they do.

The Role

The Office & Facilities Coordinator is responsible for day‑to‑day operational management of the office, ensuring a safe, efficient, and welcoming environment for employees, clients, and visitors. The role involves supervising reception, managing suppliers and contracts, coordinating internal events, and working collaboratively with global teams to implement company policies and standards.

Key Responsibilities

• Oversee daily office operations and supervise facilities and front office teams.
• Ensure reception, client areas, and offices reflect brand and standards.
• Manage maintenance, safety, refurbishments, and overall appearance of the workspace.
• Maintain strong relationships with suppliers, landlords, and building managers.
• Monitor and manage office budget effectively.
• Manage physical access controls and office security.
• Support onboarding of new joiners, including workspace setup and welcome kits.
• Assist with day‑to‑day logistics and ad‑hoc requests from leadership.
• Participate in monthly operations meetings, cooperating with COO, IT, Finance, and HR.

Procurement & Supplier Management

• Manage procurement of office supplies and services (furniture, stationery, catering, cleaning, travel).
• Administer contracts and monitor supplier performance, service quality, and costs.
• Collaborate with global operations teams to ensure consistency, quality, and compliance.

Health & Safety

• Coordinate with HR and external consultants to ensure full compliance with health and safety regulations.
• Organize training for fire wardens and first aid officers.
• Keep evacuation plans and safety signage up to date.

Archiving & Confidential Waste

• Manage document archiving procedures and relationships with external storage providers.
• Ensure secure disposal of confidential materials in line with internal policies.

Travel Management

• Liaise with global travel team to implement travel policies locally.

Events & Communication

• Support internal organisational events (team socials, celebrations, seminars).
• Manage internal communications (travel updates, office announcements).
• Support client and recruitment events from a facilities and catering perspective.

Key Skills and Experience

• Highly organized, proactive, and service‑oriented professional.
• Experience in office management, facilities, or operations.
• Excellent communication skills in Italian and English.
• Ability to manage multiple tasks and stakeholders with professionalism and discretion.
• Collaborative mindset and attention to detail.
• Strong proficiency in Excel and Microsoft Office tools.

Diversity, Equity, and Inclusion

We are proud to be an equal opportunities employer. We strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential. We offer access to programmes and services that nurture health and wellbeing, and we provide accommodations for all candidates.

Seniority Level

Entry level

Employment Type

Full‑time

Job Function

Management and Manufacturing; Law Practice