Operations Coordinator

NOTE:
We are only accepting applications from direct applicants and agencies with which we have current agreed terms.

Vedder's London office is seeking an Operations Coordinator. This position works under the guidance and supervision of the London Office Manager to support operational excellence and ensure the smooth, efficient and effective running of the London office.

• Coordinate the delivery of facilities services across the London office, including maintenance, repairs, cleaning, office moves, workspace reconfigurations and workplace improvement projects.
• Coordinate building management, contractors, vendors and service providers, including Risk Assessments and Method Statements (RAMS) reviews, access arrangements, scheduling of works, service delivery monitoring and stakeholder communication.
• Review supplier performance, service standards and costs to ensure effective service delivery and value for money.
• Coordinate office access control and security processes, including staff, visitor and contractor access, ensuring appropriate permissions are granted, monitored and removed in accordance with firm procedures.
• Work closely with the Ricoh team and London Office Manager to maintain high standards across Reception and Office Services, ensuring appropriate operational coverage and delivering a professional experience for visitors, clients and guests.

• Support the London Office Manager with employee onboarding, orientation, visitor support and the coordination of secretarial assignments, coverage and workload management.
• Support the London Office Manager to maintain personnel, employment, health and safety and other employee records, ensuring data is kept accurate, up to date and compliant with firm policies and procedures.
• Working closely with the London Office Manager in monitoring leave requests, maintaining office calendars, and issuing entitlement updates.
• Maintain a strong understanding of firm policies and procedures and provide administrative support to ensure their consistent application across the London office.
• Coordinate invoice and expense administration, including processing vendor invoices through Emburse, reconciling Corporate Barclaycard statements and preparing expenses for submission in accordance with firm procedures.
• Work closely with the London Office Manager in monitoring leave requests, maintaining office calendars, and issuing entitlement updates.
• Work closely with the London Office Manager to administer the London Trainee Solicitor Programme, including trainee onboarding and development, seat rotations, qualification processes, training and SRA compliance requirements, evaluation programmes, mentor schemes, and the maintenance of programme documentation, trackers and key deadlines.

• Support the London Office Manager in ensuring health and safety compliance across the London office, including the coordination of risk assessments, DSE assessments, health and safety inductions and maintenance of associated records.
• Coordinate Fire Warden and First Aid programmes, maintain the PEEP register, and ensure health and safety training, equipment, signage and compliance documentation remain current and compliant with regulatory requirements.

• Prepare and maintain operational reporting, including attendance, headcount, training, staff movement, compliance and leave-related metrics, ensuring the accuracy and integrity of associated records.
• Support employee engagement, community initiatives and office events, provide operational cover for the London Office Manager and undertake additional projects and responsibilities as required.
• Excellent organisational and time management skills.
• Ability to work under pressure to meet strict deadlines.
• Strong analytical and troubleshooting skills, with excellent attention to detail.
• Ability to remain calm and exercise good judgment in emergencies.
• Ability to prioritise and multitask in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to interact effectively and professionally with clients and all levels of personnel.
• Ability to handle confidential information in a discreet, professional manner.

• Previous administrative or operational experience within a law firm or professional services environment.
• Experience coordinating workplace operations and facilities services, including the management of hard and soft…