Office Services Coordinator

As Office Services Coordinator you will play a vital role in ensuring the efficient operation of office locations, acting as a strategic partner to the Location Managing Partner (LMP) and reporting directly to the Regional Administration Manager.

Your role requires close collaboration with various stakeholders, including internal departments (Finance, Legal, HR, IT, Security, Communications) and external vendors, to deliver exceptional office services. Your position oversees operations in Johannesburg, with a particular focus on workspace management, security, and event coordination.

In terms of office operations management, you will be responsible for coordinating daily office activities to ensure efficiency and productivity. This includes developing and implementing office policies and procedures, handling logistics, supplies, and resources to ensure availability, and collaborating with multiple departments for seamless office functions. This also involves interfacing with building management on all aspects, such as lease renewals, vendor management, maintenance, parking, and food and beverage services.

You will oversee cleaning staff to maintain a clean and hygienic environment, scheduling regular maintenance routines, and managing security personnel by developing and implementing security protocols and monitoring security systems. Addressing and resolving issues related to office cleanliness and safety promptly. Additionally, you will ensure reception management meets high standards, including welcoming clients, colleagues, and vendors, providing resources for daily operations, and maintaining systems for booking rooms, courier services, office drivers, handling calls, and walk-ins, all while upholding firm values and confidentiality.

Your role also includes facilitating onboarding for new hires, ensuring workstations are set up, and providing necessary equipment and resources. You will act as a point of support during the onboarding period to ensure a smooth transition for new employees.

In workspace administration, you will manage external service providers to ensure high-quality facilities and administrative services, implement policies for efficient and safe office operations, and conduct regular inspections and audits to maintain safety and functionality. You will also develop and manage office budgets, ensuring cost-effectiveness, oversee outsourced services such as janitorial, maintenance, and security, and coordinate vendor relationships, including sourcing, negotiating, replacing, or terminating local vendors as needed. Your role involves identifying opportunities for cost savings and process improvements while ensuring compliance and managing vendor invoicing.

You will be responsible for developing and maintaining security and health policies, monitoring safety systems, and conducting audits to ensure compliance. You will coordinate emergency response plans and training sessions to ensure preparedness. In terms of real estate and space planning, you will forecast space requirements, oversee construction projects, ensure compliance with regulations, and promote sustainability initiatives. You will work with the firm Real Estate team and the Location Managing Partner to identify and acquire space, support construction efforts, negotiate architect and construction contracts, manage budgets, lead design teams, and supervise build-outs.

Event coordination is another key responsibility, where you will plan and execute internal events, including logistics, budgets, and communication. You will collaborate with stakeholders and vendors to ensure successful outcomes, analyze event performance, and implement improvements. Your role also involves organizing community-building events and activities, maintaining and circulating a community events calendar and newsletter, and supporting local recruiting events in the absence of a local recruiting team.

Capabilities