Job Description
Contract (ie Perm/FTC/Part-Time): Full-time, permanent
Team: UK Office Services
Office Location: London (1st Floor, 95 Gresham Street, London EC2V 7NA, United Kingdom)
The role:
Reporting to the Office Services Manager, this role will be responsible for ensuring the smooth running of the London Office, including all client related documentation management. Additionally, the successful candidate will have workflow management responsibility for the Office Services Coordinator(s). This is a hands-on, onsite role that involves supporting both the Office Services Manager and the team in day-to-day activities.
What your day will look like:
Management & Coordination of Office Services Team
- Line management responsibility for the Office Coordinators, including recruitment, training, performance management and to ensure robust team coverage
- Act as coverage for the Office Services Manager in their absence
Postal/Document Management
- Administer all incoming/ outgoing documents to/ from the UK office
- Complete regular audits of documents being held in the filing system
- Document handling, destruction and data protection rules followed to ensure compliance with firm’s protocols (GDPR)
Office Administration
- Monitor the UK Office Services and Travel Approval shared mailbox. Action requests efficiently and raising any issues with management
- Monitor all stock levels which includes stationery, vending machine, coffee machine, kitchen supplies, copy points and place orders as needed
- Carrying out regular floor walks, recording and raising any issues relating to maintenance, H&S, IT with the relevant teams
- Complete tasks related to Joiners & Leavers such as documents, equipment, office tour, welcome email
- Manage and administer the allocation of travel bookings
- Ad hoc duties as requested
Reception
- Answer and direct all calls into the main switchboard, take details of new enquiries and pass on efficiently
- Proactively manage the reception area and meeting rooms, to ensure that they are tidy and have refreshments and equipment where necessary. Assist staff with booking when needed
- Manage the reception inbox ensuring messages are answered and dealt with efficiently
- Ensure reception is covered for lunch breaks and ad hoc times
The team:
As part of the Office Services team, you will have the chance to work with an exceptional group of office support personnel from Administrators and Receptionists to the PA’s who work with the Partners to ensure a smooth functioning office. Led by the Office Services Director of our UK offices, the team is a dynamic group of fun personalities, and we are looking for another person to join!
What we are looking for:
Essential criteria:
- Knowledge and experience in office management, ideally from a fast-paced professional services environment.
- Be comfortable managing day-to-day operations, facilities, and compliance.
- Strong organisational skills to keep everything running smoothly.
- A self-starter with a positive attitude, with confidence engaging with others.
- Able to act under instruction
- When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
- Implement effective processes to manage workflow and meet deadlines
- Demonstrates proficiency in word processing, Internet and email systems
- Completes tasks within agreed timeframes and in line with expectations
- Ensures work completed is accurate and follows standard layouts
- Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity
What we offer:
A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen, and we are fully committed to providing equal opportunities.
At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our UK offerings include:
- Competitive Salary: We offer salaries that reflect your skills and experience
- Health and Wellness: A comprehensive employee assistance programme, gym discounts, medical insurance, Headspace membership and wellbeing platforms
- Lifestyle and Savings: Discount platforms, cycle to work scheme, electric car lease scheme, season ticket loans and family support resources
- Protection and Security: Life assurance, group income protection and a workplace pension scheme including a 5% employer contribution
- Time Away from Work: 25 days annual leave, + bank holidays and 3 personal leave days. Enhanced family leave policies, volunteering days and birthday leave
- Professional Development: Access to our e-learning platform, mentoring schemes and training bursaries (where applicable)
- Hybrid Work Arrangements: The Firm operates a global hybrid working policy which supports flexibility. Depending on your role, you can agree with your manager a minimum of two days per week working in your local office. Flexibility is important, and additional days in the office may be required based on your role, and / or team and business need
What to expect:
- Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
- If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
- After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
- At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs
Who we are:
At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a diverse, forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.
We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritise Fragomen’s social responsibility through a cohesive strategy covering five key focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR, Pro Bono and Sustainability. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website - https://www.fragomen.com/about/responsible-business-practices.html
Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.
All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position's location, and conducting a comprehensive background check, where permitted by local regulations.
