Office Coordinator ( Part Time )

Office Coordinator (Part Time)

Location - Edinburgh - Office Based (25 Hours per week working 08:00 - 14:00 with 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 centrally located Edinburgh office at Quartermile. You will work as part of our Workplace Facilities department and alongside several Partners and teams across the office, providing a comprehensive administrative support service.

What will you be doing?

As an Office Coordinator, your responsibilities will be split across Workplace Facilities and Administration, this will include:

Workplace Facilities

• Meeting and greeting: Welcome staff, visitors and contractors, ensuring they are signed in using the Proxyclick system and issued with the relevant access cards. Ensure that required documentation, such as confidentiality forms, is completed.
• Meeting room management: Check bookings on Eptura Engage and support external meeting requirements, including refreshments and catering. Ensure meeting rooms are kept tidy and presentable, with occasional reconfiguration of furniture where needed.
• Catering management: Place and track regular and additional catering orders for the office and for internal and external events.
• Support the organisation and set-up of internal events.
• Premises and equipment maintenance contracts: Coordinate monthly PPM visits and ensure KPIs are met.
• Facilities Helpdesk and vendor management: Keep the Facilities system up to date with vendor and supplier information, including RAMS and insurance documentation. Monitor and respond to requests submitted through the office helpdesk portal.
• Security systems: Manage the security door access control system, producing access cards for staff, visitors and contractors. Carry out security systems audits, ensuring records are accurate and that old cards are deleted or deactivated.
• Office cleaning: Carry out inspections and raise any issues with the cleaning provider. Arrange holiday and sickness cover, as well as periodic cleaning services such as window, chair and keyboard cleaning. Complete ad hoc cleaning tasks, including loading and unloading dishwashers after lunch, clearing and cleaning fridges weekly, and arranging confidential waste collections when needed.
• Stocking kitchen areas with consumables: Service the bean-to-cup machines, ensuring daily system cleaning and a fresh supply of milk and beans. Restock tea bags, coffee and biscuits.
• Plant displays: Manage the internal planting contract, including maintenance visits.
• Storage facilities: Ensure storage and coat cupboards are kept tidy and used effectively.
• Pest control: Coordinate pest control visits in line with the PPM schedule.
• Welfare facilities: Check that welfare facilities are clean and functioning, and report any issues to building management. Restock sanitary items in the women’s toilets.
• Ordering and stock control: Ensure kitchen, office and cleaning consumables are kept well stocked.
• Health and Safety: Carry out visual checks of firefighting equipment and ensure fire escapes and walkways are kept clear. Become a First Aider and Fire Marshal, ensuring first aid kits are stocked and defibrillator batteries and pads are in date. Keep First Aider and Fire Marshal lists up to date and arrange training where necessary.
• Environmental: Ensure recycling protocols are followed and support general compliance with the Environmental Policy. Report energy consumption using the Sweep platform; training will be provided.
• New joiner inductions: Meet with new joiners to complete health and safety training and provide an introduction to the building and office.
• Post and couriers: Accept, sort and distribute incoming mail, and process minimal outgoing post. Make visits to the local Post Office as necessary.
• Invoices: Reconcile incoming invoices against purchase orders.
• Purchasing: Carry out online searches and order premises and administration supplies.