Office & Facilities Coordinator

Practice Group / Department:

COO Office – Germany

Job Description

We’re Norton Rose Fulbright – a global law firm with over 50 offices and 7,000 employees worldwide. We provide the world’s preeminent corporations and financial institutions with a full business law service. At Norton Rose Fulbright, our strategy and our culture are closely entwined. We know that our expansion will mean little unless it is underpinned by truly global collaboration and we understand that pioneering work only takes place when our people have room to move and think beyond boundaries. As well as the relevant skills and experience, we’re looking for people who are innovative, commercial and value the work that they do.

The Role

The Office & Facilities Coordinator is responsible for the day-to-day operational management of the office, ensuring a safe, efficient, and welcoming environment for employees, clients, and visitors. The role involves supervising reception, managing suppliers and contracts, coordinating internal events, and working collaboratively with global teams to implement company policies and standards.

Key Responsibilities

Office & Facilities Management

• Oversee daily office operations and supervise facilities and front office teams.
• Ensure the reception, client areas and offices reflect our brand and standards
• Manage maintenance, safety, refurbishments, and the overall appearance of the workspace.
• Maintain strong relationships with suppliers, landlords, and building managers.
• Monitor and manage the office budget effectively.
• Manage physical access controls and office security.
• Support onboarding of new joiners, including workspace setup and welcome kits.
• Ensure smooth day-to-day logistics and assist with ad-hoc requests from leadership.
• Participate in monthly operations meetings, cooperating with COO, IT, Finance and HR.

Procurement & Supplier Management

• Manage the procurement of office supplies and services (e.g., furniture, stationery, catering, cleaning, travel).
• Administer contracts and monitor supplier performance, service quality, and costs.
• Collaborate with global Operations teams to ensure consistency, quality, and compliance.

Health & Safety

• Coordinate with HR and external consultants to ensure full compliance with health and safety regulations.
• Organize training for fire wardens and first aid officers.
• Keep evacuation plans and safety signage up to date.

Archiving & Confidential Waste

• Manage document archiving procedures and relationships with external storage providers.
• Ensure secure disposal of confidential materials in line with internal policies.

Travel Management

• Liaise with our global travel team to implement travel policies locally.

Events & Communication

• Support internal organisational events (e.g., team socials, celebrations, seminars).
• Manage internal communications (e.g., travel updates, office announcements).
• Support client and recruitment events from a facilities and catering perspective.

Key Skills and Experience

• A highly organized, proactive, and service-oriented professional.
• Someone with experience in office management, facilities, or operations.
• Excellent communication skills in both Italian and English.
• Ability to manage multiple tasks and stakeholders with professionalism and discretion.
• A collaborative mindset and attention to detail.
• Strong proficiency in Excel and Microsoft Office tools

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Diversity, Equity and Inclusion

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential.

Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.

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