We provide the complete commercial debt recovery service; from outsourced early arrears collections through to expert litigation, all handled in-house by a multi-award winning law firm.

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An opportunity has arisen for a highly-motivated individual to join our Administration team, based at our Derby office.

You will be responsible for managing facilities and office services within the firm, including supervising the Administration team.

This role reports directly to the Chief Operating Officer and, although based at the Derby head office, it will also covering all of our other offices.

This key role plays a key part in supporting the growth of the firm, managing the facilities, general administration and front of house operations, as well as being integral in the opening of our Birmingham office and further office openings in the pipeline.

The key tasks for this role are:

Facilities management

  • Planning and overseeing all growth-related facility requirements, including future office openings and office management, which will require traveling to these locations.
  • Planning and overseeing all renovation and refurbishment works within our existing office spaces, including budget and timeline management with internal parties and third-party providers.
  • Supervising the Facilities team to ensure the upkeep and maintenance of our offices in line with relevant health and safety standards. This includes regular duties such as fire alarm, emergency lighting and PAT tests.
  • Working with heads of departments to ensure their office space is used as effectively as possible for their individual operational requirements.
  • Managing the disposal, recycling and security of general and confidential waste for the firm.

Office services management

  • Managing all administrative resources for the firm, involving a pool of resources to be appropriately shared between fee-earning departments where required.
  • Working closely with heads of departments to appropriately allocate resources on a week-by-week basis. Areas of support include; scanning, filing, file opening and closing, etc.
  • Overseeing all post services for the firm, including the proper distribution of all incoming and outgoing mail.
  • Supervising and liaising with the third-party cleaning service providers, delivering internal and external feedback on areas for improvement.
  • Ensuring that all ad hoc catering and travel requirements for the firm are organised in accordance with requirements.
  • Assisting the internal IT team with setting up internal meetings where required.

Front of house

  • Overseeing the Reception team and ensuring that service standards are maintained in line with our Client Charter.
  • Working alongside the Reception & Front of House Officer to continually review and improve client service standards.
  • Recommending suggested maintenance works on all front of house areas then obtaining relevant quotes for the works.
  • Working on ad hoc projects such as the redecoration of the meeting rooms.

Team leadership

  • Holding regular team meetings with the Administration team to discuss relevant updates.
  • Conducting one-to-ones with the team, including taking an active lead in each individual’s performance development process.
  • Completing the rota for each department and ensuring that each area is staffed appropriately, especially when approving holidays, managing sickness absence etc.
  • Supporting with day-to-day tasks as and when required to ensure that work is completed in a timely manner.

You will:

  • Have at least 12 months’ experience in a facility or office management role.
  • Be able to demonstrate your ability to manage large scale facilities projects, ideally within a professional services environment.
  • Be proficient in IT systems such as Microsoft Office.
  • Be able to communicate at all levels and demonstrate experience of supervising a small team.
  • Be proactive and able to prioritise workloads for yourself and your team members.
  • Be confident in following emergency and health and safety procedures.
  • Work well in a team, but also be able to use your own initiative.
  • Be able to remain polite and professional at all times, even in potentially difficult or distressing situations.
  • Be IT-literate and able to adapt to learn new IT systems quickly
  • Possess sound accuracy and numeracy skills
  • Be highly-motivated and genuinely add value to the role
  • Possess a high standard of service skills
  • Take ownership and demonstrate the ability to get the job done
  • Be a team player and be able to develop and maintain working relationships with colleagues
  • Deal with matters of a highly confidential manner

Disclosure will be required in the event that a position is offered.

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