Business Operations Assistant

Under the supervision of the Office Manager, coordinate and oversee events, facilities, and administrative operations functions for the London office. Assist with all administrative facets of the office including general administration duties, reception and hospitality, office services गर्न department assistant tasks, and receptionist duties. Assist, coordinate, plan, or attend a variety of events for the London office. Perform, assist, coordinate or plan a variety of tasks and projects to ensure firm equipment, premises and facility‑related programs remain at a sufficient level for excellent service to clients, business professionals, and attorneys.

• Highlight maintenance or cleaning issues to Office Manager, direct maintenance personnel to areas of the office as necessary.
• In coordination with the Office Manager, oversee the work of contractors and vendors regarding the maintenance, repair, and improvement of office space, equipment, and furniture (i.e., plant services, general office maintenance, monitoring and adjusting office temperature requests on BMS system).
• Assist the Office Manager to maintain a safe and healthy work environment publico includes stocking of first aid kits, understanding the emergency evacuation procedure, recycling, and shredding program.
• Prepare offices for new hires and visitors, change name plates, and ensure office is clean and tidy.
• Assist Office Manager with managing access badges, print new badges as necessary, assign temporary passes.
• Maintain inventory in offices, work spaces, and stationery cupboard; ensure that spaces are clean, stocked with basic office supplies. Liaise with the technology department to replace equipment as needed.
• Manage all concierge‑level requests (i.e., taxis, flowers, couriers, etc.) in accordance with the instructions given, and ensure adequate records are kept. Assist guests with special requests such as printing, food orders, scanning, basic supplies, Wi‑Fi passwords, basic technology‑related troubleshooting, directions to or recommendations of local restaurants and other businesses, etc.
• Manage and distribute incoming mail and packages.

• Assist Office Manager with Office Space Utilization and Planning. Responsible for the utilization of storage space and off‑site Consolidation Centre.

• Assist Office Manager with reconciliation of the office credit cards.
• Participate in the onboarding process by showing new hires to their office and organizing the ordering of branded merchandise.
• Ordering branded merchandise for client events and preparing gifts.
• Assist with maintaining and inputting data into databases and spreadsheets as directed.
• Manage or coordinate with on‑site and off‑site contract workers for all catering orders for meetings and events, collaborating with Reception or meeting host.
• Help manage and reduce office waste to adhere to the building recycling process.
• Set up and clean down conference rooms for London office meetings, client meetings, events, welcome receptions, etc.
• Assist RSCS by sending QR codes to guests and contractors for access to the building.
• Reception cover in absence of RSCS, welcome guests, offer beverages and direct to conference room, alert host of guest's arrival.
• Provide basic IT assistance in the absence of current IT team.
• Process all mail delivered to the office. Liaise with the building logistics team to organize parking for contractors and vendors.
• Reserve conference room requests in accordance with the instructions given utilizing the firm's meeting room software, collaborating with legal practice and executive assistants and other firm personnel, as needed.
• Assist Office Manager with internal office relocations, business resilience, emergency response plans, and emergency equipment.
• Perform other duties, as assigned.