Operations Specialist

Latham & Watkins

Operations Specialist

Latham & Watkins

Brussels, Belgium

Job Description:

Latham & Watkins, a global law firm consistently ranked among the top firms in the world, is seeking an Operations Specialist to join our dynamic team in Brussels. As part of the Operations team you will be an active member in performing a variety of ongoing services regarding office materials, systems, equipment, mail and duplication.

In this role you will be responsible for some administrative tasks for General Office Operation, Reception, Conference areas and Print Mail. The Operations Specialist ensures to give all the appropriate information and provide a high level of responsiveness and professionalism. He or she is expected to adhere to and promote policies, procedures and regulations within the Operations department.

A key to Latham’s success and our continued ability to deliver the highest quality service to our clients is our “one-firm” culture – a spirit of teamwork and shared commitment to quality across our offices worldwide that has long distinguished Latham from other law firms.

Essential Duties and Responsibilities:

  • Acts as a resource to the office by providing support and completing requests regarding mail, duplication, facilities and other operations services as required;
  • Utilizes various resources including staff and technology applications to maintain services within the Operations department and maintains quality and costs to support ongoing efficiencies;
  • Organizes, maintains and monitors stock levels for all office furniture, mail/duplication supplies and equipment. Checks incoming supplies and purchase orders for conformance with requisition, including item correctness and quantity – maintains the supply chain (using the AssetCenter software application);
  • Coordinate with building management and other parties in regards to any facilities related maintenance or repairs needed;
  • Processes vendor invoices and maintains files;
  • Assists with the delivery, relocation and/or setup of office furniture for new hires, office moves and special events and/or client meetings. Performs the physical move of items when appropriate;
  • Schedules, plans and prepares the conference rooms, visitor desks, and special events using the Events Management Systems;
  • Sets up and breaks down office supplies, food, catering and audio visual equipment, for events or guests;
  • Provides document production and finishing services for the office and programs the copy machine to accurately produce each copy request. Modifies and formats documents on a PC as requested for incoming print jobs. Print and bind documents as requested;
  • Develops relationships and becomes a liaison between immediate supervisor and other office/department supervisors;
  • Acts as a resource for the office by providing support and completing requests regarding daily operations and firm administration across Operations functions;
  • Performs Receptionist duties as needed which include general administrative duties involving daily correspondence. Meets and greets clients and visitors, determines the nature of their business, and provides appropriate information;
  • Direct telephone calls to appropriate attorneys and staffs by operating Cisco Phone System and/or Cisco Web Attendant, and when needed record messages for correct recipients. Collaborates with Global Reception Services (GRS, central switchboard team) as appropriate;
  • Register visitors in the building security system, log and distribute temporary office key cards.

Knowledge, Skills, and Abilities:

  • Well developed and professional interpersonal skills; ability to interact effectively with people at all organizational levels of the Firm;
  • Organization skills needed to manage time well, prioritize effectively, and handle multiple deadlines;
  • Ability to define problems/issues while using a logical approach to develop and implement appropriate solutions;
  • Ability to handle confidential and sensitive information with the appropriate discretion.

Additional Requirements:

  • Ability to work flexible hours;
  • Fluent in French & English.

We encourage you to apply!

Latham & Watkins is an Equal Opportunity Employer. Our commitment to diversity, equal opportunity and sustainability enables Latham & Watkins to draw from a remarkable wealth of talent to create one of the world's leading law firms.

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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