Office Coordinator (Part Time) in Edinburgh

This is a part-time role, with working hours of 25 per week, Monday to Friday, 08:00-14:00 (flexibility required).

What will you be doing?

• Meeting and greeting staff, visitors and contractors.
• Ensuring they are signed in on the proxy click system and issued relevant access cards as well as any forms such as confidentiality are signed.
• Keeping the Facilities system up to date with vendor and supplier details such as RAMS and Insurance documentation.
• Monitor and act on any helpdesk portal requests for the office.
• Managing the security door access control system, producing cards for staff, visitors and contractors.
• Auditing security systems and ensuring cards are deleted/records are accurate.
• Office cleaning, carrying out inspections and raise any issues with the cleaner.
• Arranging required holiday and sickness cover.
• Arranging cleaning periodicals such as window cleaning, chair cleaning and keyboard cleans.
• Carrying out any required ad hoc cleaning such as loading and unloading dishwashers after the lunch period, clearing out fridges and cleaning on a weekly basis or arranging collections of confidential waste.
• Stocking the kitchen areas with consumables: servicing the bean to cup machines, ensuring daily system cleaning and fresh milk and bean supply.
• Ensuring storage and coat cupboards are kept tidy and in best use.
• Coordinating any required visits for pest control to align with the ppm schedule.
• Checking welfare facilities are clean and functioning, reporting any issues to building management.
• Managing our meeting rooms which could include checking bookings on Eptura Engage, assisting with any external meetings requirements such as refreshments/catering, ensuring rooms are kept tidy and presentable as well as occasional reconfiguration of meeting room furniture.
• Carrying out visual checks of fire fighting equipment, making sure fire escapes and walkways are kept clear.
• Becoming a First Aider and Fire marshal, ensuring the first aid kits are kept stocked and defibrillator battery and pads are in date.
• Ensuring First aid and Fire Marshal lists are kept up to date and arrange training when necessary.
• Carrying out DSE assessments and maternity assessments as well as personal emergency evacuations plans when needed.
• Ensuring recycling protocol is being followed and general compliance with the Environmental policy.
• Meeting with new joiners to complete health and safety training and show them around the building and office.
• Assisting staff with travel bookings via the travel booking system.
• Accepting, sorting and distributing incoming mail and processing outgoing items (minimal). This may involve making visits to local Post office as necessary.
• Reconciling incoming invoices against purchase orders.
• Conducting online searches and ordering of premises and administration supplies.
• Completing any ad hoc administration assistance to the wider office.

What skills and experience are we looking for?

• An individual with previous office services experience.
• IOSH managing safely qualification.
• Good administrative skills.
• Basic IT skills.
• Knowledge of Excel, Microsoft Teams and Eptura Engage meeting room management and desk booking systems an advantage (Training provided).
• Flexibility of hours worked, and duties undertaken.
• The role involves manual handling tasks (training provided), e.g. lifting delivery boxes, moving furniture etc.
• Ability to work on own initiative, working either alone and/or as part of a team.

What's in it for you?

• For you: Professional study support (where applicable).
• Access to our internal Wellbeing, LGBTQ+, Multicultural and Women's networks.
• For your family: Life assurance, income protection, enhanced maternity/paternity/adoption and shared parental leave.
• For your health: 26 days annual leave (pro-rata for part-time working) plus bank holidays (most of which can be taken flexibly!) with options to buy.