Operations Assistant

Job role: Operations Assistant

Hours : Monday to Friday, 09:00 - 17:00 (35 hours per week)

Happy to talk flexible working Hill Dickinson are proud to be named as a Top Ten Employer for Working Families 2025 for the second year running and so, we are happy to consider flexible working opportunities to help you balance your work and home life.

Team: Operations

Location: Leeds

Role Overview Introduction to the role: The Operations Assistant plays a vital role in supporting the smooth operation of building services, workplace environments and overall service delivery. This position involves coordinating administrative tasks related to maintenance, compliance, contractor management and the delivery of high‑quality services across the workplace. Working closely with the wider Operations teams and Operational Leads, the Operations Assistant ensures documentation is accurate, communication is clear, and service‑related and operational processes run efficiently. The role requires strong organisational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Introduction To The Team Our Operations team are responsible for a wide variety of building and office support services such as:

Building Maintenance

Cleaning and Hygiene

Health, Safety & Compliance

Security

Space and Asset Management

Archive, Post room and Print Room services

Procurement

Reception (cover/support)

Brew point refreshment

Sustainability Initiatives

Key Responsibilities Provide high quality operational support services as outlined above, ensuring consistent delivery to all colleagues.

Collaborate with Operations colleagues and Leads to ensure smooth day-to-day operations.

Maintain accurate records of maintenance schedules, service reports, and compliance documentation.

Assist with contractor visits and access arrangements for contractors,

Support procurement activities including sourcing supplies, equipment and services related to Operations services.

Update asset registers, logs and helpdesk systems to ensure data accuracy.

Track and manage invoices, purchase orders, and budget-related documentation.

Support health and safety compliance activities as directed by management.

Liaise with cleaning, security, and maintenance teams to uphold service delivery standards.

Respond to incoming queries from staff and contractors, escalating issues when necessary.

Participate in site audits, inspections and Operations-related projects.

What Are We Looking For Important criteria: Organisational Skills - Ability to manage multiple tasks across various service areas concurrently, ensuring efficient coordination of schedules, documentation and service delivery.

Attention to Detail - Ensuring accuracy in task completion, records, reports, and compliance documentation.

Communication Skills - Clear and professional communication with internal teams, contractors and suppliers.

IT Proficiency - Competence in Microsoft Office (Word, Excel, Outlook)

Time Management - Prioritising tasks and meeting deadlines in a fast-paced environment.

Problem-Solving - Ability to handle queries and resolve issues independently or escalate appropriately.

Teamwork - Supporting Operations and collaborating across departments.

Customer Service - Professional and courteous handling of staff, contractors and visitor enquiries.

Record Keeping - Maintaining accurate logs for maintenance, compliance, and health & safety.

Procurement Support - Assisting with ordering supplies

Flexibility in approach to supporting the wider Operational services.

Experience In The Key Responsibilities Stated Above. If you don't meet all of the criteria above but feel that you could add real value to Hill Dickinson, we encourage you to apply and if successful, we can help you develop along the way. Equality, Diversity and Inclusion Hill Dickinson is committed to providing fairness and equal opportunity for all regardless of age, gender, gender identity, ethnic origin, disability, sexual orientation, marital or transgender status, nationality, religion or belief.

We understand that our power as a firm comes from empowering our people and that it is only by encouraging and enabling individuals to be themselves at work that we can truly benefit from their rich and varied strengths.

Hill Dickinson is an equal opportunities employer. All applications received by the firm will be considered based on their merit alone and we welcome applications from all suitably qualified individuals regardless of background and from all routes to qualification, with both the SRA and CILEx.

Disability Support We are a Disability Confident employer, which means if there is anything that we can do to make your visit easier, so you are able to perform at your best, please let us know. You can contact the HR team at [email protected] should you require any adjustments to the application or interview process.

At Hill Dickinson, we welcome applications from individuals that are looking to return to the law as well as all routes to qualification, with both the SRA and CILEx. All successful candidates will be subject to our standard pre-employment screening, including a basic criminal record check via Disclosure and Barring Service. Any offer of employment made is conditional upon completion of all checks. Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.