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