In-house Functions Organiser

5 months ago

London, United Kingdom Hogan Lovells Full time

Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.

Job Title

In-House Functions Organiser

Department

Office Services

Office Location

London Office

Reports To

Front of House Manager

Working Hours

40 hours per week, 9:30am to 5:30pm but additional hours may be required. We are happy to consider agile and flexible working patterns. Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office, please contact a member of the recruitment team to discuss further.

Firm Description

Hogan Lovells is one of the leading global law firms. Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our 'one team' global approach. Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in the Americas, Asia-Pacific, Europe, the Middle East and Africa.

With a presence in the world's major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally. Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

Department Description

Office Services is one of the firm's support departments and is responsible for the delivery of operational facilities services and the operation and maintenance of real estate assets for the London office.

Role Overview

The post holder acts as coordinator for all functions held in the London Office, whether organised by the Events Management Team, other staff, or directly by the In-House Functions Organiser.

A key aspect of the role is to assist in maintaining Hogan Lovells' reputation for delivering an understated excellence of service for all functions.

The In-House Functions Organiser is also required to work closely with the Client Host team as one of the System Administrators for the firms room booking system (currently Rendezvous) and ensure that the system is utilised effectively as the main database and communication tool for organising functions.

Key Responsibilities / Accountabilities- Provide a highly visible and accessible presence for the co-ordination of all elements concerned with function management, within the firms London office and ensure that all staff are aware of the central point of contact for the planning of functions and any issues ensuing from them.- Act as the first point of contact for any third party functions being arranged, meeting with hosts as required and ensuring all information necessary to plan and coordinate the event effectively is gathered and disseminated to the relevant teams.- Establish good working relationships with internal staff and Clients regularly involved in the organisation and management of functions, to ensure a fully integrated and professional service is delivered at all times.- Liaise effectively with all individuals and teams to ensure that all function requirements (including catering, audio-visual equipment, room set-ups and flowers) are authorised and delivered as specified by/agreed with the host or organiser.- Liaise with the Health and Safety manager to ensure any potential Health and Safety risks for each function are identified and managed appropriately by the function organiser.- Be present at and oversee or assist with functions as required.- Ensure consistency of approach.- Regularly review the overall approach to the organisation and management of functions, make recommendations for change and implement as agreed.- Assist with the costing and invoicing of functions as required and assist with developing a robust reporting system to reflect monthly and annual spend.- In conjunction with the Catering Manager, monitor food wastage and report thereon.- Organise and chair the monthly function planning and review meetings.- Attend the weekly front of house meetings and any other meetings as required.
- Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services._
- All members of the firm participate in our Responsible Business program_
- ._

Person Specification

Qualifications and Training- "A" level standard or equivalent and/or possess a higher education qualification.

Skills and Experience

Essential- Management skills appropriate to the level of responsibility.- Excellent interpersonal skills with the ability to contribute to a seamless, integrated team approach to service delivery.- Excellent communication skills, both written and oral.- Anticipate client requirements and in a proactive manner ensure that the clients feel welcome and that their needs are important.- Good planning and organisational skills.- Consistently deliver on agreed objectives and commitments. Prioritise and plan activities taking into account all relevant issues and fa

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