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Workplace Coordinator - Milan

Employer
Houlihan Lokey
Location
Milan, Italy
Salary
Competitive
Closing date
Feb 22, 2024

View more

Job Function
Operations
Industry Sector
Finance - General
Employment Type
Full Time
Education
Bachelors
Overview

Houlihan Lokey, Inc. (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and financial and valuation advisory. Houlihan Lokey serves corporations, institutions, and governments worldwide with offices in the Americas, Europe, the Middle East, and the Asia-Pacific region. Independent advice and intellectual rigor are hallmarks of the firm's commitment to client success across its advisory services. The firm is the No. 1 investment bank for global M&A transactions under $1 billion, the No. 1 M&A advisor for the past eight consecutive years in the U.S., the No. 1 global restructuring advisor for the past nine consecutive years, and the No. 1 global M&A fairness opinion advisor over the past 25 years, all based on number of transactions and according to data provided by Refinitiv.

Scope

We are looking to hire a Workplace Co-Ordinator to join our Houlihan Lokey office in Milan. This position will report to, and support, the Office Manager (OM).

As a Workplace co-ordinator you will actively manage our client meeting room suites and welcome clients and visitors. You will oversee colleagues and contractors; assess the workspace and seek out potential problems and report them to the OM and the appropriate team before they become an issue. You will also assist with office related admin tasks, pop-up events and ESG activities

Responsibilities

As a Workplace Co-ordinator, you will be accountable for the following:

Service Focus
  • Meet and greet all visitors.
  • Set up meeting rooms with hospitality and catering.
  • Ensure AV systems are set up and working.
  • Clear down meeting rooms after use.
  • Assist the OM with the new joiners' induction and first day orientation.
  • Offer a concierge type service - be a first point of contact for visitors and employees.
  • Prepare suitable workstations for upcoming visitors, liaising with necessary colleagues to allocate desks and place welcome packs.
  • Print and bind documentation for client meetings and any in-house requirements.
  • Organise couriers and post, as and when required.
  • Ensure stationery, pantry/catering and cleaning products are fully stocked.

CRM Systems
  • Condeco
  • Responsible for overseeing meeting room bookings and hot desk requests, and the correct logging of all visitor information onto the system and capturing all hospitality requirements.
  • First point of contact for any issues with the Condeco system.
  • Logging and liaising with IT and Condeco for any issues that cannot be resolved in-house.
  • Provide first line assistance with meeting room AV kit.

Workplace
  • Be a physical presence in the office throughout the day.
  • Conduct regular walk rounds of the floors.
  • Assist employees with general office enquiries/issues.
  • Ensure hot desk bookings and visitors (on Condeco) match with who is in the office and where they are actually seated and report any anomalies to the OM.
  • Assist the OM with health and safety related matters and escalate any issues as per the process.
  • Ensure the office is clean and tidy and the lounge/kitchen areas are always looking fresh and are sufficiently stocked.
  • Ensure a thorough understanding of HL measures and processes (which will change regularly).

Invoicing
  • Review incoming invoices for approval; check for accuracy and verify across the business lines, including assigning relevant cost/project codes.
  • Review invoice reconciliations.
  • Liaise with the London Finance team to report any issues in a timely manner.

ESG
  • Help the OM drive engagement and wellbeing activities for employees.
  • Help set up on site/off site events.
  • Help drive the HL sustainability agenda in Milan.
  • Assist with ad-hoc project work.

Basic Qualifications
  • Good understanding of Microsoft Office and Excel required.
  • Fluent Italian language skills and a good command of English.
  • At least 3 years' experience working in guest services, reception or hospitality in a 5-star environment.
  • Highly proactive, personable and people-focused - going the extra mile is an everyday occurrence that comes naturally.
  • Experienced problem solver, diligent, detailed and thorough.
  • Acts with integrity and understands the importance of confidentiality at all times
  • Upholds the highest standards of professionalism
  • Enjoys being part of a team and contributes enthusiastically to meetings and forums.
  • Must take pride in their work and encourage others to always do their best.
  • Enjoys process and can implement new processes where required.
  • Positive attitude, self-motivated and resilient.
  • Excellent communication skills.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.

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