Office Coordinator

Devonshire; City of Edinburgh; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading company seeks a Workplace Services Operator / Office Coordinator to provide reliable and high-quality support in their Edinburgh office. Key responsibilities include managing office services, ensuring compliance with records management policies, and contributing to a positive working environment for a well-established law firm. The role requires strong customer service and communication skills, alongside a proactive approach to problem-solving. This is a 6-month FTC position, with potential for extension.

Benefits

Employee Benefits Platform

Reimbursements

Bupa Cash Plan

Electric Vehicle Scheme

Cycle to work Scheme

Financial Health Check

Wellbeing, Legal, Personal finance support

Employee Assistance Programme

Qualifications

• Able to work on own initiative and as part of a team.
• Confident and professional telephone manner.
• Proactive with great attention to detail.

Responsibilities

• Initial point of contact for queries via phone, post, or email.
• Manage distribution of daily post and scanning activities.
• Provide administrative support to legal teams and fee earners as needed.

Skills

Excellent customer service skills

Excellent communication skills

Strong IT skills

Problem solving

Job description

Job Overview

As a Workplace Services Operator / Office Coordinator, you will be expected to provide a reliable, high quality and timely support function to the entire Edinburgh office for our client partner, a well-established Law Firm. You will be responsible to improve the day to day working experience of our clients’ employees by ensuring an agile, connected and high performing workplace. You will be responsible for ensuring seamless access to a range of services such as Records Management, Print and Post and other Workplace Services.

Monday to Friday - 9am - 5pm

6 month FTC (with possible extension)

Key Responsibilities

• Be the initial point of contact for any queries, either via phone, post, or email
• Undertake day to day photocopying/printing/binding
• Digital media processing, disc copying, recording and distribution
• Manage the distribution of daily post to team and scanning activities
• Record all registered letters in a logbook daily and log scanned incoming mail inputting data into Excel
• Manage local equipment (MFD’s/Postal) and liaise with service engineers as required
• Stock control
• Liaise with other parties if the documents may have been transferred to another solicitors/keeping client appraised
• Liaise with the in-house risk team on finding documentation that is required to be sent out from our offices
• Working closely with the Legal Support team to ensure documents are sent in a timely manner
• Ensuring compliance with records management procedures and policies, providing a complete audit trail and ensuring the data base is updated
• Provide additional administrative support to legal teams and fee earners as needed, including filing, post organisation, and archiving
• Any other ad hoc records management as requested

Skills and Attributes we are looking for

• Able to work on own initiative and as part of a team
• Excellent customer service skills with a client focus
• Excellent communication skills verbal and written
• Confident and professional telephone manner
• Proactive, ability to learn quickly with great attention to detail
• Problem solving skills
• Positive and professional with a solution-orientated manner at all times
• Strong IT skills, competent in Microsoft office applications

Benefits include

• Employee Benefits Platform
• Reimbursements
• Bupa Cash Plan
• Electric Vehicle Scheme
• Cycle to work Scheme
• Financial Health Check
• Wellbeing, Legal, Personal finance support
• Employee Assistance Programme

Please note that due to the high volume of responses we receive, only successful applicants will be contacted.

We are an equal opportunity employer, and we encourage job applications from people of all backgrounds. All qualified applicants will receive consideration regardless of gender, race, religion, age, disability, sexual orientation, or marital status.