Office Coordinator

Office Coordinator

Annual Salary: £27,000- £30,000

Location: Edinburgh (city centre)

Job Type: Full-time (office based)

Reed are working with a fantastic Financial Services based business that have a fantastic name in the marketplace. At present, they are seeking an Office Coordinator to organise and maintain the smooth running of their Edinburgh office.

Are you looking for a role that involves variety? Keen to get involved in the planning of office events? Are you friendly, approachable and keen on a role within a professional environment?

This role involves a wide range of administrative and support tasks to ensure efficient operation and exceptional service to both staff and clients.

Day-to-day of the role

Facilitate the smooth operation of meeting rooms, ensuring they are well-prepared and meet the high standards expected for staff and client meetings.

Assist in arranging and overseeing staff and client events, managing meeting bookings, and handling day-to-day tasks.

Support remote staff by providing necessary tech support, setting up meetings, and managing webinar requirements.

Answer incoming calls and emails professionally, take accurate messages, and respond appropriately.

Greet clients warmly, making them feel welcome, and efficiently direct them to allocated meeting rooms.

Manage catering needs for meetings, including ordering lunches with attention to dietary requirements and setting up rooms to a high standard.

Schedule internal and external meetings, maintaining the schedule via Office Tracker software, ensuring rooms are booked and prepared before meetings.

Maintain cleanliness and organisation of the reception desk, public areas, and kitchens throughout the day.

Communicate effectively with the London reception team to ensure seamless workflow and continuous phone coverage.

Manage car park spaces and issue temporary passes as needed.

Provide additional support to the finance department and assist the office manager with training new front-of-house team members.

Set up and test video conference calls, ensuring all technical aspects are handled prior to meetings.

Events

Help arrange all in-house and external office events. Liaise with event hosts, arrange catering/chef and waiting staff when requested. Ensure the smooth running of all lunch, dinner & drinks parties.

Arrange restaurant/bar bookings, music, entertainment and decoration. Notify cleaning staff if extra cleaning is required at in-house events.

Co-ordinate staff /guest invites menu options and finalise numbers.

Approve any expenditures with management before placing orders or finalising bookings

Arrange Bi Monthly coffee roulette programme

Required Skills & Qualifications

Proven experience in an office coordination or administrative role.

Strong organisational and multitasking abilities.

Excellent communication and interpersonal skills.

Proficiency in using office management software, including email and scheduling tools.

Ability to handle multiple tasks in a fast-paced environment.

Experience in handling tech support for remote meetings and webinars.

Sound like the role for you? Apply online today!