Office Services Coordinator

Knights is the fastest growing legal services business in the UK with a team of around 1,500 people delivering premium quality professional services to more than 10,000 clients from 26 office locations. We empower our people to deliver outstanding advice to enable our clients to achieve their goals, allowing us all to thrive.

Our clients receive the best service in the sector; combining the flexibility to service their needs on an individual level but doing so at scale with consistently excellent levels and quality of service. Knights invests in the very best talent to enable the team, through our structured, modernised approach and supporting technology, to focus on understanding our clients’ drivers thus building strong, longstanding and growing relationships with our clients. This approach is at the heart of our vision to build the leading, full service legal and professional services business outside London.

The Office Services Team

Operating a centralised operations model, the Office Services team is responsible for the day to day running of all of the Knights offices. Covering all activities taking place within the office including:

• Supporting the hospitality team with food, beverages & specialist catering
• Events both on and off site
• Welcoming, supporting and hosting colleagues and guests
• Overseeing and reporting the need for repairs and maintenance
• Acting as the interface between all other Business Services teams into each of the offices
• Designing and managing new office fit outs, office moves and desk moves
• Procurement of stationery, consumables etc

Job Description – Office Services Co-Ordinator

Formally reporting into the Office Services Helpdesk Manager, the role of the Office Services Co-Ordinator is to provide proactive management of the Office Services central mailbox which is often highly time sensitive. Some of the areas of responsibility are set out below, although the business is growing and evolving so this is likely to evolve too. The Helpdesk handles requests from all colleagues nationally in respect of:

• Couriers
• Catering
• Stationery
• Ad hoc social events held on Knights premises
• Replacement infrastructure such as kitchenware and furniture
• Repairs and maintenance
• Structured and co-ordinated business-wide events
• Fielding general enquiries into the business received by email
• The Helpdesk Co-ordinators are also responsible for:
• Timely completion of costs schedules
• The collation of receipts for submission to the Finance team
• Using, and acting in compliance with, team practices and protocols
• Meeting deadlines required
• Using the Office Services team shared document management space

A key element of this role is to forge relationships with colleagues, stakeholders, and suppliers, whilst being mindful of everyday operations needed to be supportive of a growing business. This role will require the candidate to operate to tight timeframes when facilitating a variety of requests so the ability to prioritise is key.

The ideal candidate will have excellent computer and communications skills, be proactive, flexible and most of all, be able to deliver high-quality administrative support at all times in this high end and often busy corporate environment. Candidates must have strong organisational skills and demonstrate a keen level of proactivity with a range of ad-hoc office tasks. Experience of operating a ticketing platform (or similar) is important and experience of the use of ZenDesk is preferable.

Skills / qualifications required

• Administratively efficient
• High degree of professionalism
• High standard of written English
• Excellent telephone manner and skills
• Good IT skills generally – particularly good knowledge of Word and Excel
• Experience of JotForms (or similar) is ideal
• Excellent communication skills
• Strong desire to work as part of a diverse, national team