Office Coordinator - #2091680

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!