Assistant Office Manager in Edinburgh

Company Description

Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Job Description

As Assistant Office Manager you’ll be responsible for managing arrangements to maintain a safe, healthy, efficient, and pleasant work environment, ensuring high levels of organisational effectiveness and good communication. You will also help to build community in the office through a range of local events and initiatives. You will present an excellent impression of the company’s friendliness, professionalism, and high standards. Being passionate for providing extraordinary service, you will be able to work positively in a fast-paced environment.

Role responsibilities:

• Office Management: Maintain tidy office and kitchen environments ensuring all consumables are replenished. Clean, restock and maintain drinks machines, where applicable. Carry out monthly checks of workstations to ensure correct set up – all furniture and IT kit should be present and functional, sit/stand desks are operational, cable management is in order. Monthly checks of all office signage (including desk stickers) and posters. Remove and replace outdated or damaged posters/signage with updated information. Maintain an organised work area including external/internal storage areas. Report technical faults or maintenance issues using the correct reporting process. Authorised contractors should have access to the building. Unexpected visitors should be referred to the Office Manager.
• Purchasing office supplies using correct buying channels. Restock printers and plotters and engage with maintenance contractors where necessary. Ensure recycling and waste management is clearly labelled and maintained.
• Key register: where used maintain a key register and conduct periodic checks. Ensure sufficient keys are available to maintain access and security.
• Systems: Maintain office records where required. Where lockers are provided, manage locker system, and maintain key database. Include quarterly review including condition and utilisation. Hubstar Booking Tool: act as first line of support to assist users on a daily basis. Travel, purchasing & AV: provide guidance to users where possible.
• Inductions / Departures: Check the weekly starter, leaver & transferee Sharepoint site for the office. Where necessary arrange new starter induction using the Information Pack provided. Arrange access to the building, including staff ID badge or fob. Arrange off-boarding, Teams channel and Viva Engage page. Support leavers with collection of IT kit and mobile phones. Receive any keys where applicable and store securely. Arrange collection of ID badge and destroy securely and remove from access control system.
• Safety (training provided where required): FAW & Fire Marshal: desirable. Training will be provided. Food hygiene level 1: desirable. Training will be provided. AECOM Lone Worker training: desirable. Training will be provided. AECOM Manual Handling training: desirable. Training will be provided. IOSH Working Safely: desirable. Training will be provided. Allergen Training: desirable. Training will be provided. Daily visual checks of the office. Report any adverse findings and ensure issues are addressed or made safe in an appropriate timescale. Assist the Office Manager/LSO in responding to SMAs (Safety Observations). Ensure they are closed out within the required timescales. Be familiar with the office SHE plan.
• General Duties: Work with the Office Management Team to ensure the office facilities are available during the locally agreed office opening hours. Assist the Office Manager in monitoring and responding to emails sent to the office mailbox. Act point of contact for local cleaners, highlighting any areas of concern to the OM. Assist with preparation for large meetings for special events. Ensure all Company, client and visitor information remains confidential. Support the Office Manager with any administrative tasks.

Qualifications:

• Ability to work under general supervision and manage changing priorities as and when they arise.
• Strong interpersonal, verbal, and written communication skills with good organisational and negotiation skills.
• Ability to work independently and as part of a team.
• Proficient in use of Microsoft Word, Excel, Outlook, and other online tools.
• Good customer and stakeholder service ethic and attention to detail.

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities.

AECOM is a Fortune 500 firm and its Professional Services business had revenue of $16.1 billion in fiscal year 2025. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity: You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed. You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too. Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility.

As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours. We are a Disability Confident Employer and will offer an interview to applicants who have a disability or long-term condition, who meet the minimum/essential criteria for the role. Please let us know using this email address [email protected] if you would like to apply through the Disability Confident Interview Scheme. All your information will be kept confidential according to EEO guidelines.