Office Coordinator

CreateFuture; City of Edinburgh; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

35 days leave

Private medical insurance

Enhanced parental leave

40 hours learning and development

Job summary

CreateFuture in the UK is seeking an Office Coordinator to oversee day-to-day office operations in our Edinburgh hub. You will ensure a smooth, welcoming workspace, coordinate travel and logistics, support onboarding and equipment for new starters, and act as the health and safety lead for the site.

You will collaborate with the Senior Office Coordinator and stakeholders across the business, cultivating a human-centered culture and organising office activities and vendor relationships to enhance

Qualifications

• Strong organisational skills and attention to detail.
• Excellent communication with stakeholders at all levels.
• Proactive, can-do attitude in a dynamic environment.
• Experience coordinating meetings and events is a plus.

Responsibilities

• Manage day-to-day running of the office to a high standard.
• Welcome visitors and ensure a great on-site experience.
• Coordinate travel arrangements and office logistics.
• Support onboarding and equipment for new starters.
• Handle health and safety and fire safety duties.
• Liaise with building manager and external vendors as needed.
• Support and update trackers for office works and issues.

Skills

Organisational skills

Communication skills

Proactive attitude

Meeting coordination

Travel arrangement

JIRA familiarity

Tools

JIRA

Job description

Working at CreateFuture

CreateFuture is an AI-native consulting partner where people do work that matters and are supported to do it well. We work alongside organisations such as PayPal, adidas, NatWest, FanDuel and Money Saving Expert, building digital products and services that make a difference while always putting people first.

We’re a team of creators. We write code, shape delivery, build go-to-market strategies, develop AI solutions and create the practices that support our people. We work side by side with our clients, challenging what’s not working and helping them to build the future. Our commitment to craft, quality, and culture has helped us scale to over 600 people in just a few years.

• 35 days leave (including bank holidays).
• Private medical insurance.
• Enhanced parental and adoption leave.
• 40 hours of paid learning and development.

Join us on our journey. Let’s create tomorrow, together, today.

About the role and team:

The office experience team is often the first point of contact for all Creatrs. As our Office Coordinator, you are responsible for supporting the day to day operations of our office environment, ensuring it runs smoothly, efficiently whilst maintaining a positive, productive working environment & culture

Working closely and supporting the Senior Office Coordinator, you will help implement processes, support internal communications and initiatives, and maintain an organised, welcoming, and well functioning workspace, collaborating with stakeholders across the business you work to ensure the smooth operation of our CreateFuture office. You will manage local office supplies, coordinate meeting spaces & events, and assist with facilities and administrative support.

Your role is to cultivate a human-centered office environment where every individual, whether colleague or visitor, feels welcomed, valued, and empowered to thrive, making the office a place our Creatrs want to visit and use collaboratively.

What you can expect:

• Manages the day-to-day running of the office ensuring that it runs smoothly and is maintained to a high standard.
• Strong attention to detail, excellent communication skills, and a proactive, can-do attitude in a dynamic and collaborative environment.
• Welcomes office visitors as the first point of contact for clients and any visitors attending the office, ensuring that all needs are taken care of and they have a great experience while visiting.
• Ensuring our offices offer a personalised experience with key celebrations being recognised.
• Proactively organises CreateFuture’s social calendar for office & charity events.
• Manages the day-to-day logistics of orders, services and deliveries for the business, including the organisation of company lunch.
• Coordinates and assists people with travel arrangements and is the main source of knowledge and information about the TravelPerk booking system.
• Works closely with the onboarding team to help facilitate the logistics of new starters joining the company and organising new equipment.
• Acts as the first point of contact for health and safety as well as Fire Safety.
• Handles any incoming JIRA requests and actions/escalates as required.
• Proactively liaise and follow up on requests with the building manager/concierge when there is an issue that needs to be resolved.
• Support and update on tracking of office works/issues and update relevant stakeholders.
• The point of contact with external vendors for all office-related queries.
• Acts as the main point of contact for our people who have office and remote working enquiries.
• Handle incoming and outgoing correspondence, including mail and packages maintaining any confidentiality.
• Communicates in a timely and effective manner, facilitating efficient information flow within the office
• Actions where applicable workstation assessment forms, and provide office equipment to our employees in line with policy.
• Works towards high engagement and turnout for office activities.
• Ensures the smooth running of the office with positive feedback from stakeholders.
• Onboard new employees with office walk through, pass distribution & management and key points of contact.
• Demonstrates strong attention to detail and organisational skills in all office-related tasks.
• Covers for Senior Office Coordinator when absent and proactively offer remote support to other offices.

What we’ll offer you:

We trust people to do their best work. That means flexibility over rigid rules, impact over activity, and real investment in your growth both professionally and personally. You’ll be part of a supportive, and friendly culture, surrounded by smart, curious people who care deeply about what they do.

We offer flexible working, including hybrid and remote options. Our office hubs are located in Edinburgh, Leeds, Manchester, London and Bulgaria, with occasional travel to client sites or CreateFuture offices when needed.

We trust you to manage your time balancing collaboration with client time and focused work. What matters is the impact you have, not how busy you look.

Our hiring process

We try to keep our hiring process clear, fair and respectful of your time. We aim to get back to everyone who applies and we will be upfront about where you are in the process.

It usually looks like this:

• Call with our Talent Acquisition Team
• Role specific capability interview

Depending on the role, we might also ask you to do a short presentation, a practical or technical task or have a values focused conversation. We will explain what is involved before anything happens.

Inclusion at CreateFuture

We believe diverse teams build better workplaces and better products. We want CreateFuture to be a place where people feel able to be themselves and do their best work.

If you need any adjustments or support during the application process, just. We will do what we can to help.

Candidates for this role must be eligible to live and work in the UK.

CreateFuture partners with clients across a range of industries, including gambling, alcohol, commercial insurance, and banking.

Do you require reasonable adjustments for any part of the recruitment process?

This role requires you to be onsite full time in our Edinburgh office 5 days per week (Monday - Friday).