Operations Assistant

Overview of role

Due to growth in the London office, we are now looking for an experienced Operations Assistant to join the team and provide administrative and support services to the Operations Manager and the wider office. You will be joining a small but dedicated team that pride themselves on being dynamic and forward thinking.

Duties, Responsibilities & Person Specification

To manage all aspects of the client services experience to include welcoming guests and directing them appropriately, professionally answer telephone calls, manage meeting room bookings/ arrangements to include catering and refreshments amongst other tasks.
 To oversee the Operations mailbox, respond to requests accordingly and escalate as appropriate to the relevant team member in a timely manner.
 To process and deliver internal and external mail, including couriers and ensure franking machine is maintained with costs recharged accordingly.
 To manage office consumables/supplies to ensure all areas (kitchens, conference rooms, print rooms etc.) are fully stocked and items ordered/replenished when required.
 To manage the expense claim process by preparing and collating claim forms across the team, ensuring accuracy and timely submission to the finance department.
 To oversee contractors to include Cleaning, Maintenance, Catering, Plant Maintenance and Pest Control ensuring all SLA’s are maintained and that contractors have the appropriate approvals and Health and Safety documentation to commence work.
 To assist with the New Joiner onboarding processes and conduct appropriate inductions where required for Office and Fire Evacuation.
 To assist with office moves, desk/office and locker allocation, maintenance of fixtures, fittings and deal with any maintenance issues promptly to ensure the office is fully operational at all times.
 To assist with preparation for annual Health & Safety assessment Fire, Health & Safety & Legionella Risk Assessments) and provide First Aid and Fire Warden Assistance as required.
 To oversee security of the office which includes managing access passes (issue, deactivate and reporting) and ensure these are handled in line with office security procedures.
 To carry out daily visual inspections of fire routes and fire doors to ensure that they are unhindered. Problems must be reported and sufficient action taken to resolve the problem to reduce the potential for danger.
 To review and approve supplier invoices to ensure they align with items ordered and reflect accurate quantities and pricing.
 To maintain office equipment and coordinate repairs as required in a timely manner.
 To manage internal and external meetings and events (staff socials, training sessions, charity fundraisers) event-planning, catering, guest-lists, invitations, and execution.
 To provide a wide variety of administrative support to the Operations Manager, including calendar management, meeting arrangement and special projects.

Education, Skills & Experience

 Experience gained from a law firm or professional services environment.
 Educated to A-Level standard or equivalent (including Maths and English).
 Proficient in Microsoft office.

 Excellent communication (both verbally and in writing with people at all levels of the organisation) and interpersonal skills.
 Strong organisational skills and the ability to prioritise work to meet deadlines and daily requirements in a fast-paced environment.
 Excellent time management skills and the ability to take the initiative and be proactive.
 Ability to work independently and with others to accomplish project objectives and to advance the department’s priorities.
 Tact and diplomacy to deal with confidential matters.
 Participate in continuously improving services through critically evaluating systems of work, promoting new ideas and actively developing service improvements.
 Work in a flexible manner and respond to changing circumstances and emergencies, this requires a willingness to occasionally work outside normal working hours/days when requested.