Are you looking to work in a prestigious law firm with a rich history and a reputation for excellence? Join Biscoes, an award-winning firm providing exceptional legal services to clients across Hampshire and the Isle of Wight. If you're passionate about excellent client service and eager to work in a dynamic and rewarding setting, we want to hear from you.
* Role: Operations Assistant
* Department: Operations
* Hours: Full-time (35 hours, 9am- 5pm, Monday to Friday)
As an Operations Assistant you will support the Chief Operating Officer in ensuring the efficient and effective operation and maintenance of multiple office buildings. This role involves a variety of tasks including building maintenance, vendor management, health and safety compliance, and supporting the overall operational needs of the firm across various locations.
Role Responsibilities
Building Maintenance and Repairs
* Routine Maintenance: Assist in coordinating and overseeing routine maintenance tasks such as plumbing, electrical systems, meter readings and general building upkeep across multiple office locations.
* Repairs: Identify and report maintenance issues and coordinate timely repairs with contractors and service providers.
* Preventive Maintenance: Implement preventive maintenance schedules to minimize downtime and extend the life of building systems and equipment.
* Facility Inspections: Conduct regular inspections of all office buildings to ensure facilities are in good working order and comply with safety standards.
Health and Safety:
* Policy Implementation: Support the implementation and enforcement of health and safety policies and procedures across all office locations.
* Training: Assist in organizing and delivering health and safety training sessions for staff, including fire safety, first aid, and emergency procedures.
* Incident Reporting: Maintain records of health and safety incidents.
Vendor Management:
* Vendor Coordination: Assist in managing relationships with vendors and service providers, ensuring that services are delivered as agreed and to a high standard across all office locations.
* Contract Management: Ensure that all service contracts are up-to-date and that terms are adhered to. Assist in negotiating contract terms and renewals.
* Performance Monitoring: Monitor and evaluate the performance of vendors, providing feedback and addressing any issues that arise.
Office Services:
* Supplies Management: Manage office supplies inventory, ensuring that all necessary items are stocked and available at all office locations. Place orders and track deliveries.
* Equipment Maintenance: Coordinate the setup, maintenance, and repair of office equipment such as printers, copiers, and telecommunication systems.
* Space Management: Assist in the management of office space, including desk allocations, meeting room bookings, and workspace optimization.
* Cleaning Services: Oversee the performance of cleaning services to ensure the office environment is clean and hygienic.
Emergency Preparedness:
* Emergency Plans: Assist in the development and maintenance of comprehensive emergency response plans for various scenarios, including fire, medical emergencies, and natural disasters.
* Emergency Drills: Coordinate and conduct regular emergency response drills, ensuring all staff are familiar with evacuation procedures and emergency protocols.
* Emergency Equipment: Ensure that emergency equipment, such as first aid kits, fire extinguishers, and defibrillators, are adequately stocked and maintained.
Sustainability Initiatives:
* Energy Management: Support the implementation of energy-saving initiatives, such as monitoring energy usage and identifying opportunities for energy efficiency improvements.
* Waste Management: Promote recycling and waste reduction programs within the office, ensuring compliance with environmental regulations.
* Sustainability Projects: Assist in the development and implementation of sustainability projects aimed at reducing the environmental impact of office operations.
Coordination Across Multiple Offices:
* Communication: Maintain effective communication with staff and management across all office locations to ensure consistent operations and address any issues promptly.
* Travel: Be prepared to travel between office locations as needed to oversee operations, conduct inspections, and support staff.
* Standardization: Assist in standardizing operational procedures across all office locations to ensure consistency and efficiency.
* Support: Provide support to office managers and staff at different locations, addressing their operational needs and ensuring they have the resources required to perform their duties effectively.
Job Requirements
The role is suited for individuals who are adaptable, highly organised, and able to manage competing priorities while remaining calm under pressure. We value character and a positive attitude, alongside the technical skills necessary to succeed in this position.
A full clean drivers licence is a requirement for this role. Previous experience in a facilities management or administrative role, preferably within an office environment, desired but not required.
Please be aware all roles require the right to work in the United Kingdom. Sponsorship of such right will not be provided. The successful candidate will also require a satisfactory DBS check.
As part of our commitment to supporting those who have served in our armed forces, we guarantee an interview for any former service personnel who meet the minimum requirements of the role.
Why Join Us?
* Comprehensive Benefits: We offer a range of benefits including a healthcare cashback scheme, employee assistance programme (EAP), a discounts platform (PERKS) and a range of salary sacrifice schemes. Colleagues also have access to discounted and in some cases free legal services.
* Work-Life Balance: At Biscoes, we understand the importance of work-life balance. While we take our work seriously, we also value the well-being and happiness of our employees. We offer a self-managed time off policy to help you maintain a healthy balance between your professional and personal life.
* Professional Development: We believe in investing in our people. At Biscoes, you'll have access to comprehensive training resources and ongoing support to help you excel in your role and advance your career. Whether you are a fee-earner or a member of support staff, we invest in you to reach your full potential.
* Our Culture: We empower our team members to deliver exceptional service by fostering a culture of collaboration, innovation, and continuous improvement. You'll have the opportunity to work closely with colleagues across various practice areas, leveraging their expertise and insights to achieve the best outcomes for our clients.
* Exceptional Reputation: As a long-serving institution, Biscoes has built a solid foundation of trust and respect within the community and beyond. Joining our team means becoming a part of this esteemed legacy and contributing to our continued success.