Job Description

Senior Office Services Coordinator

Full-time, permanent (office based)

London, UK

About the team:

The Office Services and Reception team in London is a collaborative group consisting of Reception & Office Service Coordinators, PAs, with two colleagues in our Sheffield office. We foster a supportive, hands-on environment where teamwork and communication are key. The culture is professional yet friendly, with a focus on helping each other and ensuring smooth office operations.

About the role:
The Senior Office Services Coordinator is responsible for overseeing the smooth operation of the London office, ensuring efficient management of reception services, office logistics, and postal administrative tasks. This is a hands-on, onsite role that involves supporting both the Office Services Manager and the team in day-to-day activities. The Senior Office Coordinator will act as the primary point of contact for the Reception and Office Services team, providing guidance and ensuring that all tasks are completed effectively.

This position reports to the Office Services Manager and is a key player in fostering a positive and collaborative workplace culture for all employees.

Key responsibilities:

Client Experience & Service

• Serve as the primary point of contact for all Office Services queries, delegating tasks to the wider team as needed (currently supporting over 350 staff in London).
• Communicate office-wide updates related to Office Services, ensuring all staff are informed of changes, and responding to any questions raised.
• Oversee office supplies, ensuring that staff have the necessary equipment to perform their roles efficiently.
• Manage the client experience for visitors to the Fragomen UK office, including reception services, welcome procedures, and query handling.
• Coordinate the onboarding and offboarding processes, ensuring a smooth transition for new hires and leavers.
• Work with the RBS Pillars team to support events that involve Office Services, such as in-house parties and fundraisers.

Employee Safety & Wellbeing

• Assist the Office Manager with compliance with Health & Safety requirements, including desk assessments, pregnancy risk assessments, and training for First Aiders, Fire Wardens, and Mental Health First Aiders.
• Assist the Office Manager in ensure completion of annual fire assessments, electrical testing, and office risk assessments to maintain high standards of safety.
• Assist the Office Manager in monitor office safety systems, including Legionella and emergency light testing, and manage security pass and alarm systems.
• Ensure Health & Safety induction training is given to all new starters and equipment is allocated.
• Support the completion of leaver administration to ensure security protocols are followed and company equipment is returned.

Management & Coordination of Office Services Team

• Act as the main point of contact for all on-site operational tasks, providing leadership and direction to the office services and reception team.

• Provide day-to-day oversight and guidance to the Reception and Office Services team, ensuring tasks are completed efficiently and coverage is maintained.
• Assist the Reception and Office services coordinator team as required in delivering the day-to-day tasks and cover for any absence.
• Implement and communicate any changes to office administration processes across the UK offices.
• Support the Office Services Manager in their absence, taking on key responsibilities when needed.
• Work on project initiatives with the Office Services Manager, including event coordination, space planning, and office compliance.

Facilities, Supplier Management & Compliance

• Assist the Office Services Manager in managing relationships with suppliers and building contacts to ensure the offices are safe, compliant, and service quality remains high.
• Assist handling invoices, and expenses related to Office Services, ensuring timely processing and adherence to budget constraints.
• Assist in preparing and managing the Office Services budget, seeking cost-effective solutions for office operations without compromising service quality.

Building & Office Management

• Liaise with building management teams and landlords, ensuring they are well-informed and promptly address any service issues raised by the team.
• Escalate any unresolved building or service concerns to the Office Services Manager when needed

Document Management & Processing

• Oversee and support the UK office drop boxes, ensuring processes are up to date and all queries are addressed in a timely manner.
• Train staff on process updates and changes, maintaining high service levels regarding client documents, BRPs, and physical information received in the office.
• Manage the auditing and secure handling of all client documentation

About you:

The Senior Office Services Coordinator must bring knowledge in office management, ideally from a fast-paced professional services environment. You should be comfortable managing day-to-day operations, facilities, and compliance, with strong organisational skills to keep everything running smoothly.

We’re seeking someone with a warm personality who can easily connect with employees at all levels. If you're a self-starter with a positive attitude and a knack for multitasking, you’ll fit right in. You should feel confident engaging with others, and your approachable nature will make you a go-to resource for your colleagues and employees. If you thrive in a dynamic, hands-on role and enjoy making a difference in the workplace, we would love to meet you!

Also required:

• Able to act under instruction and take initiative when required.
• Clarifies unclear tasks and seeks the necessary information to complete work effectively.
• Implements efficient processes to manage workflow and meet deadlines.
• Demonstrates proficiency in word processing, Internet research, and email systems.
• Completes tasks within agreed timeframes, ensuring they meet expectations and standards.
• Ensures work is accurate and follows standard layouts and procedures.
• Keeps colleagues informed about the progress of tasks to manage expectations and adjust priorities as needed. Seeks assistance when necessary and updates senior staff on workload capacity.

Professional Conduct

• Demonstrates a strong understanding and adherence to the firm's policies and protocols.
• Follows instructions from senior members of staff and communicates any challenges in advance.
• Maintains a track record of punctuality and informs the manager in advance of any absences or lateness.
• Presents professionally, ensuring appearance aligns with the firm’s dress code policy.
• Proactively raises concerns or needs with the appropriate contacts.
• Takes full responsibility for tasks and ensures completion to a high standard.
• Develops strong working relationships with colleagues by displaying professionalism, efficiency, and clear communication.
• Learns from both positive and negative experiences, adapting behaviour accordingly to improve performance.
• Actively contributes to fostering a positive and supportive team and firm culture.

Fragomen in London:
Our London office has over 340 people working collaboratively and creating a dynamic, positive environment. You can expect a great working environment and regular events such as Summer and Christmas parties, social and cultural events.

The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas.. These focus areas include: Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities, to regular wellbeing newsletters and diversity discussions.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.