People & Workplace Coordinator

THE OPPORTUNITY

DLA Property & Workplace provides premises and office services including management and maintenance of the firm’s property portfolio, and business support services including but not exclusively catering, vending, cleaning, travel, reprographics, mail delivery and collection, archive management, reception, hospitality and meeting room support, health and safety compliance, moves and changes and premises security.

Reporting to the Property & Workplace BeNeLux Manager, the Property & Workplace Co-ordinator is responsible for the efficient and cost effective provision of Property & Workplace services in the office, including maintenance, storage, archiving, reprographics, mail services, vending, reception, room reservation, hospitality and meeting room support, internal moves and changes, health and safety compliance, business continuity planning and security. The Property & Workplace Co-ordinator will also provide information and assistance as necessary to the Property & Workplace BeNeLux Manager and deputise effectively for the Manager in his/her absence.

Assets :

• to show commitment and flexibility
• to take responsibility for tasks from initial communication to resolution
• to remain cost focused in every activity you undertake
• to encourage good working relationships with all colleagues in the office
• to provide feedback/ideas for improvements to services provided

Duties :

• provide a first class service both internally and externally, thereby improving Property & Workplace’ impact on the firm’s expenditure and supporting the firm in its business
• provide a professional and reliable Property & Workplace service to all staff in the office by keeping up to date with best Property & Workplace practices, ensuring requirements are clear and that service levels are input and maintained
• develop and maintain close relationships with key internal and external contacts; identifying and developing opportunities to provide more effective services and better value for money for business units in line with business requirements
• deal with and prioritise all incoming communications to the Property & Workplace Manager/Co-ordinator, including email and telephone correspondence, replying or forwarding as necessary and bringing outstanding items to the attention of the Property & Workplace Manager at regular intervals to be agreed
• ensure that adequate Property & Workplace arrangements are in place, organisation and monitoring of procedures, specifically in the provision of
• produce information for the monthly Property & Workplace report and related statistics
• assist in the preparation, monitoring and control of the Property & Workplace office budget. Identify opportunities for reducing the cost of service provision and make recommendations to the Property & Workplace Manager for inclusion in the overall Property & Workplace budget
• attend staff/co-ordinator/health and safety committee meetings as appropriate
• assist in the preparation and formulation of relevant Property & Workplace procedures and ensure the documentation is fully implemented and that all proposals produced by Property & Workplace Department are consistent with agreed policy
• respond effectively to general enquiries from internal and external contacts
• maintain office Property & Workplace admin filing system(iManage Facilities-Belgium workspace), checking and updating procedures and other manuals
• monitor and record holidays, sickness and other absence in accordance with the firm’s procedures and ensure all shifts are covered so as to maintain effective service provision
• monitor and record overtime in accordance with the firm’s procedures
• support other members of the Property & Workplace team and provide adequate cover in the absence of department staffin conjunction with the Property & Workplace Manager, undertake performance reviews/appraisals of local Property & Workplace staff in accordance with the firm’s policy
• in conjunction with the Property & Workplace Manager, identify, document and implement and training requirements for local Property & Workplace staff
• to understand local Property & Workplace procedures including stationery stock control and ordering, courier booking etc, and ensure processes are in place to delegated staff to carry out these procedures so that effective service to the business is maintained
• read and understand the requirements of the firm’s Health and Safety policy and ensure that it is applied appropriately; set a leading personal example
• undertake ad hoc projects as directed by the Property & Workplace Manager
• undertake any other duties which may reasonably be deemed to come within the scope of the post

MAIN DUTIES AND RESPONSIBILITIES

ABOUT YOU

Communication (Oral, Electronic, Written, Telephone)
Languages : trilingual (ENG/NL/FR)
Commitment /Attitude to work

• Uses initiative
• Displays flexibility to ensure excellent service
• Demonstrates teamwork
• Takes responsibility for work and actions of the Facilities team
• Responds to instruction in a positive manner.

Other

• Maintains a professional personal presentation
• Maintains personal time keeping and attendance
• Maintains professionalism when under pressure
• Adheres to Firm’s Health & Safety policies.

This list is not meant to be exhaustive and can be varied as required to develop the role of the P&W Coordinator.

ABOUT US

DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

OUR VALUES

In everything we do connected with our People, our Clients and our Communities, we live by these values:

• Be Supportive - we care about others, value diversity and act thoughtfully
• Be Collaborative - we give, we share and we join in
• Be Bold - we stand tall and challenge ourselves to think big
• Be Exceptional - we exceed standards and expectations

DIVERSITY AND INCLUSION

At DLA Piper, diversity and inclusion underpins how we live our values and everything we do. We believe that everyone has a voice, and that everyone’s voice counts. We know that the rich diversity across our firm makes us stronger, more innovative and creative, which helps us to better serve our clients and communities. We are committed to providing an inclusive working environment and culture across our global firm, where everyone can bring their authentic self to work.

Diversity of perspective, thought, background and culture combine to make us the leading global law firm; that’s why we actively seek to build balanced teams. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

We support anyone with a disability or long term health condition to ensure they have the opportunity to perform at their best. If you have not done so already, please let us know if you require any support so we can make the right adjustments and considerations should they be required.

AGILE WORKING

We know that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

PRE-ENGAGEMENT SCREENING

In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers.