Senior Operations Executive

The core responsibilities for this role include:

• Maintaining and updating our CRM Database (Evolve) of existing/potential clients and business partners.
• Implementing project workflows and document tagging.
• Assisting in resolution of common IT issues, escalating to IT vendors as required.
• Managing the firms onboarding and offboarding process, including IT hardware set up, and first-day induction with new starters.
• Managing the file processes (soft & hard), including file creation, conservancy and archiving, whilst ensuring all are in good order to provide accurate information.
• Overseeing the administrative workload of the Firm in relation to Daily post, DX, registered post, scanning, collections, deliveries, etc.
• Leading on administrative and operational projects as required, including internal audits; document and support site audits, for example: live files, archived files, company seals, etc.
• Ensuring the Firm remains compliant with industry regulatory requirements and monitor risk assessment activities.
• Responsible for managing the day-to-day workload of the Operation Administrators and Executives.
• Lead the hiring process and onboarding of new team members within the Operations team, including recruitment coordination, conducting interviews, and delivering comprehensive training to ensure a smooth integration and alignment with team objectives.
• Manage the ACT security system, including the setup and deactivation of access fobs, monitoring system usage, and ensuring all security protocols are maintained across the site.
• Manage and maintain effective relationships with a range of external suppliers and service providers—including printers, air conditioning, facilities management (e.g. JLL, Ortus), telecoms (e.g. 3 Mobile), stationery, and cleaning contractors—ensuring high service standards, timely delivery, and cost-efficiency.
• Responsible for Facilities Management, Compliance, or Risk Management. Fire safety protocols (Alarms, extinguishers, evacuation plans). Health and safety training.
• Conduct regular contract reviews and manage Service Level Agreements (SLAs) with suppliers to ensure compliance and performance standards. Lead tendering processes for key services (e.g. water suppliers, coffee providers) to drive value and service quality.
• Review, verify, and approve invoices for accuracy and compliance with contractual terms and budget allocations, ensuring timely sign-off and alignment with financial procedures.
• Manage hotel bookings and general catering arrangements for internal and external events, ensuring cost-effectiveness, quality service, and adherence to company policies.
• Prepare and draft operational presentation slides for monthly Partner meetings.

What Knowledge and Skills Will You Bring to FOD:

• 3-4 years experience in office administration, IT or business operations.
• Excellent working knowledge of the Microsoft Office Suite (including Outlook, Word, PowerPoint, Excel and Teams).
• Proven ability to be self-motivated and independent; as well as the ability to work cohesively within a team.
• Knowledge of office administration processes, systems and procedures.
• Adaptable and comfortable with handling a range of tasks in a fast-moving environment.
• A creative and determined problem solver.
• Meticulous attention to detail, flexible and very well organised.
• Friendly, confident and people orientated.
• Excellent communication skills, good telephone manner and fluency in both written and spoken English.

Desirable:

• Experience and knowledge of legal CRM / Practice Evolve software.
• Experience working in a busy general legal practice.