Osborne Clarke
Workplace Services Coordinator (London)
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Role profile
We are looking for a Workplace Services Coordinator to play a key role in creating a safe, clean, welcoming, and efficient working environment for employees and visitors. Acting as a visible and customer-focused member of the Workplace Services team, you will ensure office floors are maintained to a high standard, supporting the day-to-day operation of the workplace through proactive floor management, supplier oversight, health and safety checks, administrative support, and colleague engagement.
Based in our London office and reporting to the Workplace Services Manager, the successful candidate will be approachable, highly organised, and passionate about delivering an outstanding 5 star workplace experience. This is a permanent role, 37.5 hours per week onsite with flexibility for cover when required and may include travel to other UK offices.
Key Responsibilities
Workplace Operations
- Conduct regular inspections to ensure office floors and shared spaces are clean, safe, functional, and presentable.
- Act as the first point of contact for workplace issues, coordinating resolution with suppliers and internal teams.
- Monitor facilities and equipment, reporting and tracking faults through to completion.
- Support workplace projects, office moves, and improvement initiatives as required.
Health & Safety
- Carry out routine health and safety inspections and accurately record findings.
- Identify, escalate, and help resolve hazards, risks, and compliance concerns.
- Support fire safety and emergency preparedness, including checks of escape routes and equipment.
- Assist with workplace compliance activities, maintaining effective records and promoting a positive safety culture.
Cleaning & Facilities Standards
- Perform daily quality checks of cleaning services across assigned floors.
- Liaise with cleaning contractors to maintain agreed standards and address issues promptly.
- Monitor cleanliness in kitchens, washrooms, meeting rooms, and communal areas, escalating recurring issues where needed.
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Stock Management
- Manage stationery cupboards and workplace supplies, ensuring areas are well stocked, organised, and tidy.
- Monitor stock levels, place replenishment orders, and conduct regular audits to minimise waste and control costs.
Administration & Reporting
- Maintain workplace records, checklists, inspections, and compliance documentation.
- Raise and track service requests, facilities tickets, and supplier actions.
- Support workplace communications and reporting on activities, issues, and service performance.
- Assist with invoice processing and general administrative tasks.
- Act as a friendly, professional, and visible representative of Workplace Services, building positive relationships and supporting events and engagement activities.
Mailroom & Post Services
- Support the processing of incoming and outgoing mail in line with operating procedures and service standards.
- Handle physical and electronic mail accurately and confidentially, including batching, scanning, indexing, and digital distribution.
- Maintain digital mail system records and ensure mail is made available to recipients within agreed timescales.
- Assist with outgoing mail and courier services, and respond promptly to mail-related queries and requests in line with SLAs.
- Manage confidential and sensitive correspondence in accordance with data protection, information security, and company policies.
We are looking for
- Experience in a facilities, workplace, office coordination, hospitality, or customer service environment.
- Strong organisational and administrative skills with attention to detail.
- Excellent interpersonal and communication abilities.
- Ability to manage multiple tasks, take ownership, find solutions and prioritise work effectively.
- Ability to work as part of a team and comfortable working independently.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
- A proactive, professional and customer-focused approach.
- Willingness to receive training as a First Aider and Fire Marshal.
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Salary And Benefits
We offer competitive salaries and generous benefits. We value the health and wellbeing of our people and our wide range of initiatives and benefits support this.
Our recruitment process
Please note that although we include closing dates for our roles as a guide, we review and progress applications on a rolling basis. At Osborne Clarke we do not make any recruitment decisions using automated decision-making.
We are committed to providing an environment where you can perform to the best of your abilities at every stage of your recruitment experience and beyond. If you require any adjustments to be made during the application stage, interview process, or when working with us, please let us know in confidence.
About Us
Osborne Clarke is an international legal practice with over 330 Partners and more than 1,260 talented lawyers in 26 locations*. Our sector-based approach enables us to help our clients tackle the issues they are facing today, and prepare for the ones that they will face tomorrow. Advising them both comprehensively and commercially. We love working closely with our clients on new deals, products and solutions which will transform their businesses, markets and even sectors. And our unique approachable culture is not an added extra, it's fundamental to our success.
At Osborne Clarke we value difference and encourage applicants from all backgrounds. We want everyone to feel that OC is a place where you can be yourself and belong, and our range of interest groups and diversity networks - not to mention our great teams - are a part of making that a reality.
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