Job details

Office Coordinator (FT)

The Louisville Global Business Services Center Office Coordinator (OC) will report to the Head of the GBSC Office, and under that individual’s leadership and direction is responsible for office services and facilities in the Louisville location. Responsibilities include overall facilities coordination.

JOB DESCRIPTION:

Responsible for the overall day-to-day administration of the office.
Manages visitors, conference rooms, and common space.
Monitors office operating expense budget and manages office related invoices.
Coordinates special functions and social events for the office.
Acts as the office leader relating to responsible business initiatives, inclusive of assuring a variety of volunteer activities such that all personnel in the office complete responsible business objectives and the office meets or exceeds sustainability goals and objectives.
Acts as the office leader related to sustainability initiatives, inclusive of energy usage and recycling program.
Manage office-based contracts. Maintains relationships with office management company, building engineering, vendors and managers of such personnel.
Coordinates workstations for joiners/leavers/moves/etc., maintaining the directory, signage and floor maps.
Assists with new hire onboarding within the location.
Work with building management on day-to-day facilities issues such as building security, access control, cleaning and maintenance, heating and air conditioning, emergency preparedness, and general tenant issues.
Arrange for repairs and maintenance of the office space such as office generator, painting, carpet cleaning, furniture repair, appliance repair, preventative maintenance, etc. and assist with any office renovations. Coordinates preventative maintenance schedules and logistics.
Maintains log book of preventative maintenance contracts and documents appropriately in document management system.
Maintains log book on inventory of office furniture and art work.
Maintains general office appearance, including office furniture arrangements in open collaborative areas (lounges, coffee bar, conference rooms, huddle rooms, lobby, visitor offices, empty offices/workstations, etc.)
Coordinate in-house office moves.
Coordinate disaster and emergency preparedness activities.
Assist with special projects, including with other U.S. and global offices, as may be assigned.
Maintain office specific website and assists in managing officewide communications.
Scheduling of visiting lawyer offices; oversee scheduling location conference rooms, including catering requests for client and administrative meetings.
Ensure IT/AV support and maintenance.
Participates in responsible business activities, meeting expectations and acting as an office leader for such participation.
All other duties as assigned.

QUALIFICATIONS:

Solid interpersonal skills, professional presentation and the ability to interact well with all internal and external personnel, clients and vendors.
Must maintain confidentiality and exercise good judgment.
Must have strong business understanding, leadership, organizational and analytical ability.
Utilizes available technology to carry out job responsibilities.
Strong working knowledge of Microsoft Office Suite inclusive of Word, Excel and PowerPoint.
Strong organizational skills and attention to detail.
Ability to work in a fast-paced and sometimes non-structured environment, prioritizing, and juggling multiple tasks, solving problems and demonstrating resourcefulness
Must be client service oriented with excellent interpersonal skills.
Ability to work outside normal business hours, often with limited notice to support 24x7 operations.
Demonstrated knowledge of the firm’s culture, practices, business and structure.
Demonstrated knowledge and adherence to basic firm policies, procedures and processes.
Takes initiative beyond routine responsibility, seeking out and accepting new responsibilities.
Owns mistakes and takes corrective action, meeting work deadlines as assigned.
Working well independently, demonstrating dedication to producing quality work product with attention to detail, organization and prioritization.

EDUCATION, CERTIFICATIONS AND/OR EXPERIENCE

Recent experience as an office or facilities coordinator or administrator in a professional services environment preferred. College degree strongly preferred.

PHYSICAN DEMANDS:

Must be able to lift up to 25 pounds and regularly complete set ups/moves of tables and chairs in meeting spaces.

HOURS

Core hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. Flexibility to work additional hours or adjust hours to meet requirements of position duties required. Note, this role should generally be on location for social events, security alarm response and/or office repairs/maintenance which requires a great deal of flexibility and availability outside normal office hours.

By Hogan Lovells

It's likely you didn't see it in the wedding announcement section of your local newspaper, but Hogan Lovells is the result of a legal union of sorts. Formed in 2010 from the merger of law firms Hogan & Hartson LLP and Lovells LLP, the firm employs...

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FUNDING

Private

INDUSTRY

Legal

TEAM SIZE

1001-5000

LOCATION

Hybrid, based in London, United Kingdom

DATE POSTED