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Office & Facilities Coordinator

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Emperor

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Location:
United Kingdom, Edinburgh

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

We’re looking for a proactive, organised and people-focused Office & Facilities Coordinator to help keep our Edinburgh studio running smoothly. You’ll play a key role in creating a welcoming environment for our clients and team, ensuring our office remains efficient, H&S compliant and beautifully presented. This is a fantastic opportunity to join a leading creative design agency in a hands-on, varied role that combines front-of-house, office management and operational support.

Job Responsibility:

  • Attending tenants’ meetings and representing the studio in shared building matters
  • Coordinating daily office operations and procedures to ensure efficiency and effectiveness
  • Running induction sessions for new starters and introducing them to our H&S platform and related training
  • Maintaining sufficient stocks of catering and general office supplies
  • Managing the overall appearance and cleanliness of the office, including all facilities (HVAC, photocopier, etc.)
  • Ensuring all equipment and services run smoothly
  • arranging servicing and upgrades when required
  • Overseeing recycling and waste management (glass, paper, card, tins, plastics, toner)
  • Coordinating supplier invoices and reconciling house costs
  • Ensuring compliance with Health & Safety standards and maintaining required staff training
  • Scheduling fire alarm, intruder alarm, water temperature, legionella and HVAC maintenance, and filing certificates
  • Supporting ISO inspections and audits with up-to-date documentation
  • Ensuring all legally required information is displayed
  • Raising purchase orders and processing supplier invoices via Paprika
  • Arranging couriers and managing the taxi account, including booking and reconciliation in Paprika
  • Supporting local studio events – venue booking, meet-and-greet, badging, and logistics
  • Managing NDAs for suppliers and students, and maintaining proper filing
  • Liaising with IT provider regarding equipment receipt, returns, and upgrades

Requirements:

  • A friendly, confident communicator
  • A proactive attitude
  • Strong time-management skills
  • Excellent organisational skills and attention to detail
  • A willingness to learn and adapt as the role or office needs evolve
  • Embodies and champions our core values in every aspect of your work

Nice to have:

  • Previous experience in office or facilities management, ideally within a creative or agency environment
  • Experience in handling health & safety processes and basic finance administration (POs, invoices, supplier management)
  • Familiarity with accounting or office/agency management software (e.g., Paprika)
  • Experience using and troubleshooting office equipment

Additional Information:

Job Posted:
December 08, 2025

Employment Type:
Parttime
Work Type:
Hybrid work
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