Office Operations Assistant

**BRISBANE**

**THE OPPORTUNITY**

The Office Operations Assistant is a varied role, providing support to both the Client Services & Facilities Manager and Legal Practice Administration Manager (LPAM).

Your responsibilities will include, but are not limited to:

- Coordination of various activities relating to facilities, visitor and contractor management, expense management.
- Assist the LPAM in managing staff movements, and new starter requirements (e.g., name plates, security cards, business cards, desk set up, professional photos).
- Maintain floor plans via OfficeSpace and assist with meeting preparation and document management.
- Provide support with WHS requirements, including Fire Warden lists and training schedules, First Aid infrastructure, carrying out ergonomic assessments (training provided) and hazard identification.
- Identify and coordinate tenancy repairs, maintain and arrange servicing of office equipment, and maintain the Preventative Planned Maintenance documentation.
- Help to manage supplier service agreements, including sourcing new suppliers as required.

This is a full-time permanent position worked Monday to Friday. With some flexibility around start and finish times.

**SKILLS, EXPERIENCE AND QUALIFICATIONS**

**To be successful in this position you will have**:

- Experience working within a professional services firm
- Demonstrable experience delivering high quality and accurate work whilst managing and meeting deadlines.
- Ability to respond to change, and manage competing priorities
- Proven ability to think ahead, and to work well under pressure
- Excellent written and verbal communication skills
- Trained First Aid Officer (not essential).

**GROUP / TEAM**

Corporate Services

**GROUP / TEAM DESCRIPTION**

**The Team**
Our Office Operations function plays a central role in managing our working environment and the services within it, so that practice areas can serve their clients to the best of their ability. That goes beyond just ensuring that professionals have the client-facing and office services and equipment they need. It's about ensuring that every space around our global network serves its purpose effectively, whether that's an office, a breakout area or a conference room.

The team also makes sure that all-important legal documents are where they need to be through the mailroom and courier services, as well as overseeing document archival and retrieval. Our Office Operations function includes Procurement, Building Operations, Document Production, Business Continuity and Client Services & Travel teams.

**What we offer**:

- We recognise that the success of our business and our clients relies on the skills, knowledge and ideas of all our people. We are dedicated to creating an exceptional experience for our clients and we value empathy, simplicity and commerciality.
- At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.
- People join us to develop their careers and themselves. To support this we provide contemporary tailored learning programs, regular career conversations and a culture of feedback.
- We value flexibility. For this role, being mainly in-office we welcome a conversation around flexible start and finish times.
- This vacancy is being managed directly by Herbert Smith Freehills Recruitment team. We will contact our preferred agency partners should we require additional assistance. Thank you_

**ROLE TYPE**

Business Services

**CONTRACT TYPE**

Permanent

**WORKING PATTERN**

Full Time

**DIVERSITY & INCLUSION**

At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.

We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your