Office Co-ordinator (M/W/D), Hamburg
PURPOSE OF THE ROLE
The PCOS team fosters great workplaces that embody collaboration, excellence and teamwork. Working as one global team, we create environments in which our colleagues can thrive and deliver exceptional services to our clients.
This role ensures that high-quality, experienced office operational support is provided to Partners and staff across the German offices, including secondees and visitors from other AG offices, enabling the smooth running of the German office portfolio.
The role is the key point of contact and liaison between the UK and Germany for operational matters, including premises, facilities and procurement operations.
THE TEAM
PCOS works as one global team to provide effective, consistent and high-quality workplace services. The team supports Partners, staff, secondees and visitors across the German office portfolio and works closely with specialist service-line managers in the UK.
The role collaborates with the Head of Germany, the People Operation Manager, the Client Services Operations Manager, the Premises & Office Services Director and colleagues in Business Development, Procurement, Travel, Research & Knowledge, Environment, and Health, Safety & Business Continuity.
WHAT TO EXPECT IN THIS ROLE
Office co-ordination
• Act as a trusted expert adviser to the firm on all office operational areas across the German office portfolio.
• Manage office operations across Germany to ensure smooth running and effective physical security controls.
• Ensure that office environments, including cellular offices, are kept tidy and organised and that access is provided for cleaning and routine maintenance when required.
• Ensure that facilities management, cleaning, security and building maintenance are delivered effectively through appropriate landlord and supplier management and liaison.
• Maintain a strong working knowledge of the maintenance and cleaning obligations in each office lease or service agreement and establish working procedures to meet those obligations.
• Ensure that front-of-house, reception and hospitality services are provided as required across the office portfolio, including managing and co-ordinating the front-of-house team and meeting room bookings, hospitality, catering and audiovisual requirements for meetings and events.
• Organise client and internal events in conjunction with the Head of Germany, Business Development and the People Operation Manager.
• Provide administrative support for career fairs, university exhibitions and recruitment events across the German offices, including scheduling, bookings, materials and event logistics.
• Support the induction and onboarding of new members of staff in relation to the offices and related services.
• Administer beA (besonderes elektronisches Anwaltspostfach) access requests, card orders and user allocations for PAs and lawyers across Germany, co-ordinating approvals and maintaining associated records.
• Perform the role of Safety Officer and take responsibility for office-related health and safety matters in Germany, ensuring adherence to regional requirements with support from the UK Health & Safety Manager.
• Manage travel supplier liaison in association with the Travel Manager.
• Process Deutschlandticket orders, bookings and administrative renewals for eligible staff and legal teams across the German offices, maintaining relevant records.
• Maintain and implement the Business Continuity plan for each German office in conjunction with the UK Health, Safety & Business Continuity Manager.
• Support and liaise with the Premises & Office Services Director on projects as required, including the delivery of new offices, office moves and refurbishments.
• Ensure that record archiving is managed in accordance with the firm’s procedures through effective management of the office archiving provider, including an audit of files and cabinets at least every six months to support destruction and file management.
• Organise office library collections in liaison with the Research & Knowledge team.
• Support regional environmental initiatives and provide relevant environmental data in association with the Environment Manager.
Team management
• Identify the appropriate level of reception support, ensure that office needs are met, and support recruitment and selection as appropriate.
• Manage the performance of the office reception team, including leading performance reviews, conducting quarterly one-to-one meetings and agreeing individual objectives.
• Identify the training and development needs of the reception team and facilitate the support required.
• Manage and co-ordinate students, ensuring that tasks are distributed and completed.
• Provide administrative co-ordination for legal trainees and junior legal talent (Referendare / WissMits), including routine correspondence with courts, universities and trainees, paperwork and onboarding documentation, and recording time, attendance and capacity information.
• Prepare administrative drafts and collate supporting information for trainee review documents and certificates (Zeugnisentwürfe) for review and approval by the People Operation Manager and supervising Partners or Associates.
Procurement and supplier management
• Liaise with suppliers in relation to office operations, ensuring compliance with the firm’s procurement requirements in conjunction with the Procurement Team.
• Conduct meetings with landlord and serviced office representatives at least quarterly to assess service delivery and manage issues through to resolution, escalating to the Client Services Operations Manager where appropriate.
• Validate supplier payments where required and maintain accurate expenditure records in accordance with the firm’s procedures.
• Carry out administrative checks on operational and site-related invoices for the German offices against supporting records and firm guidelines, and route them for approval and processing under the applicable procedures.
General
• Work closely with UK service-line managers responsible for office management areas, including front of house, facilities management and security.
• Exercise discretion when dealing with sensitive and confidential information or situations.
• Adhere to the firm’s risk and compliance policies and procedures and raise issues or queries promptly with the immediate line manager.
• Complete all compulsory firm training successfully and on time.
• Undertake other administrative tasks as determined by the Head of Office, People Operation Manager, Client Services Operations Manager or Premises & Office Services Director.
AREAS OF KNOWLEDGE AND EXPERTISE
Essential knowledge, skills and experience
• At least three years‘ experience, or equivalent, gained at an appropriate level within a comparable environment.
• A confident stakeholder manager with a strong track record of establishing and maintaining effective relationships and influencing stakeholders at all levels.
• Knowledge of applicable health and safety statutory and regulatory requirements and associated management systems.
• Advanced planning and organisational capability, with the ability to manage multiple priorities in a fast-paced, high-pressure environment and see tasks through to completion.
• Experience of managing a support team.
• Willingness to work flexibly to meet the requirements of the role.
• Experience of delivering successful projects and maintaining stakeholder engagement throughout.
• Fluency in written and spoken German and English.
OUR FIRM
Our story of international growth is built on a performance mindset, innovation and true collaboration. We believe results follow relationships, so we work closely with each other, and develop deep client connections to deliver.
Our award-winning culture balances high standards and hard work with genuine care – looking out for each other, supporting professional development, in a down to earth and inclusive environment. We do the right things in the right ways, combining commercial excellence and innovative thinking with teamwork. Together, we deliver excellence, achieve stand out solutions, and enable career-defining opportunities.
