The role:
The Office Services Co-ordinator will provide efficient and high-quality administrative and facilities support under the management of the Office Manager. The role is designed to ensure the Bristol support team (comprising the Receptionist, Team Administrator, Secretaries, and the Office Manager) can focus on meeting the needs of the office and maximising their support for fee earners.
What will you do:
Mail Management
- Sorting and delivering incoming and outgoing post.
- Franking outbound mail and logging courier items.
Meeting Room Management
- Setting up meeting rooms, including AV support and troubleshooting.
- Providing refreshments for meetings.
- Covering reception as required.
Intranet Management
- Updating and maintaining the office intranet pages to ensure accurate and current information is available.
- Coordinating with relevant departments to publish announcements, policies, and event details.
- Ensuring user-friendly navigation and accessibility of intranet content.
Maintenance
- Providing first-line facilities support, including: manual handling tasks to support internal and external events in Skyline (e.g., setting up furniture, moving equipment, and assisting with logistics); general office and building maintenance; and keeping the Office Manager informed of mechanical and electrical (M&E) requirements.
- Liaising with M & E Contractor to log and resolve maintenance issues.
Amenities Management
- Conducting daily checks and maintenance of coffee machines, dishwashers, and water dispensers.
- Ensuring meeting rooms and kitchens are clean and tidy.
- Ordering, distributing, and monitoring stationery.
- Managing stock levels for refreshments and cleaning consumables.
- Supporting social and charity events held by the office.
Security Management
- Arranging security passes for new starters.
- Maintaining and updating access control system.
- Pulling attendance reports from the access control system as part of routine reporting activities.
Print Management
- Batch printing, scanning, and document finishing (e.g., comb binding).
- Troubleshooting printer issues (e.g., paper jams) and ensuring printers are stocked.
- Liaising with Canon, Uniflow, and the London print room for escalated issues.
- Ordering and disposing of toner waste.
- Printing and distributing rail tickets.
Health and Safety and Environmental
- Conducting Display Screen Equipment (DSE) assessments and issuing relevant equipment.
- Escalating health and safety issues to the Office Manager.
- Assisting with evacuation procedures and providing cover in the Office Manager’s absence.
- Acting as a First Aider and Fire Marshal.
- Monitoring and restocking First Aid boxes.
- Support the Environment team with various environmental matters, including carbon reporting, office sustainability initiatives, and environmental campaigns.
Ad Hoc Tasks
- Undertaking other office services-related tasks as required.
- Assisting with office moves and related tasks.
- Arranging visitor access and security passes.
What we are looking for:
- Commercially driven with a client service-oriented approach.
- Proven ability to work effectively as part of a team.
- Excellent problem-solving and communication skills.
- Strong organisational and self-management skills, with the ability to prioritise tasks calmly and effectively in a high-pressure environment.
- High attention to detail and discretion when handling confidential information.
- Ability to work collaboratively within a diverse and inclusive team.
- Flexible and willing to work additional hours when required.
Career Level:
The career level assigned to this role is level 2. The career level framework provides a formal structure for the business services functions at the firm. The framework, which ranges from level 1 to level 7, clearly defines the responsibilities, skills and competencies required at each level.
Here at Simmons & Simmons:
Simmons & Simmons is a place where dynamic minds thrive. Our culture is built on work that matters, you will work on inspirational and thought-provoking projects, using your influence to create positive impact for our clients, society and the planet. We also ensure that everyone’s voice is heard from day one, irrespective of job title, qualification, or background. You’ll be encouraged to have an enquiring mind and share ideas that can drive the firm forward. Through innovative learning and development opportunities, you will be provided with a platform to excel, enabling you to exceed your career ambitions and do things you never thought were possible.
Some key information:
- We offer a competitive package including bonuses dependant on role/level, private medical insurance and pension contribution.
- Our global skills academy provides our people, regardless of their role and location, with excellent learning opportunities (including live workshops, podcasts, short videos and practical learning experiences).
- We bring together the best legal advice from our established legal teams with non-traditional capabilities via Simmons & Simmons Solutions that enhance, expand and differentiate the Simmons offering.
- We are proud to rank as a Stonewall Top Global Employer and a Top 75 Employer for Social Mobility.
- We have a range of social and sports committees, summer and winter parties and monthly get togethers.
- We have a range of diversity networks to connect people and celebrate our differences which is integral to our inclusive culture.
- All UK offices have their own artwork collections – including Damien Hirst and Tracey Emin pieces in the London office. We have a long-standing history in supporting the art community especially up-and-coming artists.
- We have recently introduced a Strategic Advisory Council which is a mix of associates and business services who will propose strategic initiatives that align with our firm's mission and support the delivery of our Business Plan, shaping the future of our next-generation law firm.
Equal opportunities:
We are committed to fostering equality, diversity and inclusion within our firm and to ensuring equal employment opportunities. We believe that this commitment creates a vibrant and rewarding work environment. We are therefore committed to:
- Upholding equal opportunities, regardless of race, ethnicity, religion, belief, age, disability, sexual orientation, sex, gender reassignment, gender identity, marital status, or pregnancy, including maternity and paternity. This commitment extends to addressing any instances of perceived or associative discrimination and harassment. We also ensure fair treatment during recruitment and selection processes for those who are serving or have served in the armed forces, along with their families.
- Accommodating requests for flexible working arrangements whenever possible. We encourage you to discuss your needs with us if this is something you require.
- Making our roles accessible to individuals with diverse abilities. If you need any reasonable adjustments during the recruitment process, please let us know so we can meet your needs.
- We offer a range of employee networks to support our colleagues. More information about these networks can be found in the D&I Information booklet that candidates are sent when invited to interview.
We encourage you to apply even if you don't meet every single requirement. We are looking for individuals who are passionate and eager to learn and grow with us. Your unique experiences and perspectives could be a great addition to our team.
If you’re interested in finding out more about this position, please contact the Recruitment Team. To apply for the role, click on the link at the bottom of the page or visit our career page for more details.
