Office Coordinator Part Time

Office Coordinator (Part Time)

Location - Edinburgh

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

LCP is an award-winning actuarial and analytics consultancy providing market-leading capabilities and advice across pensions and financial services, energy and health. We use powerful analytics fused with human expertise to shape a more positive future.

We have an opportunity for an organised and proactive Office Coordinator to join our Workplace Facilities team in our Edinburgh office, which is centrally located in Quartermile. This varied, hands-on role would suit someone who enjoys being the face of the office, keeping things running smoothly behind the scenes, and helping to create a welcoming, well-managed environment for colleagues and visitors alike.

What will you be doing?

As an Office Coordinator, your responsibilities will include:

• Meeting and greeting staff, visitors and contractors, ensuring they are signed in using the Proxyclick system, issued with relevant access cards, and that any required forms, such as confidentiality forms, are completed
• Keeping the Facilities system up to date with vendor and supplier details, including RAMS and insurance documentation, and monitoring and acting on any helpdesk portal requests for the office
• Managing the security door access control system, producing cards for staff, visitors and contractors, auditing security records, and ensuring cards are deleted and records kept accurate
• Overseeing office cleaning, carrying out inspections, raising any issues with the cleaner, arranging holiday and sickness cover, and scheduling periodic cleaning such as window, chair and keyboard cleaning, as well as any ad hoc cleaning required, such as loading and unloading dishwashers after lunch, clearing out fridges on a weekly basis, or arranging collections of confidential waste
• Stocking kitchen areas with consumables, servicing the bean-to-cup machines, ensuring daily cleaning, and maintaining supplies of fresh milk and coffee beans
• Ensuring storage and coat cupboards are kept tidy and used effectively
• Coordinating any required pest control visits in line with the PPM schedule
• Checking that welfare facilities are clean and functioning, and reporting any issues to building management
• Managing our meeting rooms, including checking bookings on Eptura Engage, assisting with external meeting requirements such as refreshments and catering, ensuring rooms are kept tidy and presentable, and occasionally reconfiguring meeting room furniture
• Carrying out visual checks of firefighting equipment and making sure fire escapes and walkways are kept clear
• Acting as a First Aider and Fire Marshal, ensuring first aid kits are fully stocked, defibrillator batteries and pads are in date, First Aider and Fire Marshal lists are kept up to date, and training is arranged when necessary
• Carrying out DSE assessments, maternity assessments and personal emergency evacuation plans when needed
• Ensuring recycling protocols are followed and that there is 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 using the travel booking system
• Accepting, sorting and distributing incoming mail, and processing outgoing items (minimal). This may involve visits to the local Post Office where necessary
• Reconciling incoming invoices against purchase orders
• Conducting online searches and ordering premises and administrative supplies
• Providing ad hoc administrative support to the wider office

What skills and experience are we looking for?

• Previous experience in office services
• IOSH Managing Safely qualification
• Strong administrative skills
• Basic IT skills, with knowledge of Excel, Microsoft Teams, and Eptura Engage meeting room management and desk booking systems being an advantage (training provided)
• Flexibility in hours worked and duties undertaken. The role involves manual handling tasks (training provided), for example lifting delivery boxes and moving furniture
• Ability to work on your own initiative, independently and as part of a team

What's in it for you?

Take a look at our Glassdoor and Career stories pages to see why our people love being here! As well as joining a certified B-Corp, multi-award winning, fun, collaborative, people first organisation where your personal and professional skills will be developed to make you the best you can be, we offer an attractive benefits package designed to promote your overall wellbeing so that you are able to perform to your full potential both in and out of work. Currently our core benefits package includes:

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 & sell holiday
• Private medical insurance
• Discounted gym memberships, critical illness and dental insurance through our flexible benefits
• Eye care vouchers
• Cycle to work scheme
• Digital GP services

For your wealth:

• Competitive pension scheme
• Discretionary bonus scheme
• High street discounts
• Season ticket loans

For others:

• Volunteering opportunities

For the environment:

• Electric vehicle salary sacrifice scheme (qualifying period applies)

And much more!

We continuously strive to build an inclusive workplace where all forms of diversity are valued, including age, background, disability, gender, gender identity, gender expression, race, religion or sexual orientation.