Office Facilities Manager

We are delighted to be working in partnership with a long-standing client located in Edinburgh who are looking to recruit a Facilities Coordinator / Office Manager to join them on a full-time, permanent basis. If you offer experience working within the professional services sector, ideally from the legal industry and offer a background of working within a similar role, then look no further!

You will be responsible for organising and coordinating office administration and procedures, in order to ensure organisational effectiveness, efficiency, and safety. The Facilities Coordinator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation. The successful Facilities Coordinator is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organised, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Your key responsibilities will include:

• Main point of contact for reception, meeting rooms, dispatch and archiving, equipment, bills, and errands
• Organise and schedule meetings and appointments
• Partner with HR to maintain office policies as necessary
• Organise office operations and procedures
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Provide general support to visitors
• Responsible for creating PowerPoint slides and making presentations
• Responsible for managing office services by ensuring office operations and procedures are organised, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Ensure that results are measured against standards, while making necessary changes along the way
• Allocate tasks and assignments to subordinates and monitor their performance
• Assign and monitor administrative responsibilities and tasks among office staff
• Perform review and analysis of special projects and keep the management properly informed
• Conduct new starters induction and providing orientation and training to new employees
• Ensure top performance of office staff by providing them adequate coaching and guidance
• Participate actively in the planning and execution of company events
• Responsible for developing standards and promoting activities that enhance operational procedures
• Allocate available resources to enable successful task performance
• Coordinate office staff activities to ensure maximum efficiency
• Conduct monthly 1-2-1s and annual performance review of staff within line management
• Health and Safety compliance
• Fire safety compliance
• Coach and mentor office services staff
• Design and implement filing systems
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record-keeping
• Ensure security, integrity, and confidentiality of data
• Design and implement office policies and procedures
• Oversee adherence to office policies and procedures
• Analyse and monitor internal processes
• Implement procedural and policy changes to improve operational efficiency
• Prepare operational reports and schedules to ensure efficiency
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Handle customer inquiries
• Manage internal staff relations
• Maintain a safe, secure, and pleasant work environment
• Provide cover in emergency situations e.g. sickness and holidays
• Weekend work will be required in line with facilities maintenance or project work or as by request from line manager
• Support, coordinate and facilitate room set-ups and furniture moving/removal

To be considered for this opportunity, our client does require the following experience/background:

• Previous experience working within facilities and/or office management from the legal sector preferably
• Proven office management, administrative, or assistant experience
• Previous line management experience would be desirable
• Knowledge of office management & facilities responsibilities, systems, and procedures
• Excellent time management skills and ability to multitask and prioritise work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organisational and planning skills
• Proficient in Microsoft Office
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages
• Knowledge of Health and Safety and performing risk assessments. Health & Safety qualifications would be advantageous

Reward Salary – Excellent and will be discussed at time of application

Please Note – This is an office-based role

Excellent training and a clear career path

Pension

Flexible working upon request

Life Assurance

Various incentives and rewards

Next Steps: For further information, please apply by emailing your CV to Utopian Recruitment ASAP. Our client is looking to interview and recruit these positions as soon as possible.

Utopian Professional Recruitment is committed to equal opportunities regardless of gender, race, disability, sexual orientation, religion or belief and age.