Office Coordinator (Part Time)

Lane Clark & Peacock LLP.; City of Edinburgh; Hybrid; GBP 20,000 - 28,000; Part time

Benefits offered by this job

Hybrid working

Professional study support

Private medical insurance

Life assurance

Income protection

Enhanced parental leave

26 days annual leave + bank holidays

Cycle to work

Job summary

Lane Clark & Peacock LLP is seeking an organised Office Coordinator to join the Workplace Facilities team at our Edinburgh office. The role covers facilities responsibilities and general administration, with a strong focus on delivering a professional, efficient office environment.

Based in Edinburgh, you will support partners and teams, manage meeting rooms, events, catering, and the helpdesk, while ensuring compliance and smooth day-to-day operations in a central location.

Qualifications

• Organised and proactive in a similar role.
• Strong written and verbal communication.
• Comfortable with MS Word, Excel, PowerPoint and Outlook.

Responsibilities

• Manage Workplace Facilities: meeting room bookings, catering, supplies, and vendor liaison.
• Handle administration: diary management, travel bookings, document formatting to quality standards.
• Support events and health & safety duties; maintain records and documentation.

Skills

Organised

Proactive

Strong communication

MS Office

Multi-tasking

Tools

Eptura Engage

Proxyclick

RAMS

MS Office Suite

Job description

Business area Facilities and Front of House

Location Edinburgh

Job ID 321236

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.
• Purchasing:Carry out online searches and order premises and administration supplies.

Administration

• Ad hoc administration assistance to the wider office.
• Assisting Partners and staff in the production of written or visual material (such as letters, reports, tenders, presentations) to LCP’s quality standards using LCP’s systems and conforming to LCP’s house style rules and using MS Word, PowerPoint, Excel. Training will be given on Adobe InDesign for the production of tenders
• Diary management and organisation of internal/external meetings using Outlook calendar and internal meeting room booking facilities for partners and the wider department.
• General administration such as: holiday bookings, study leave schedules Booking travel (hotels, trains, flights, taxies etc) and restaurants.
• Liaising with other departments as required (IT / Finance / Hospitality / Business Development)
• Helping to keep LCP’s intranet up to date.
• Using / updating LCP’s internal contacts databaseD365 including the administration for taking on new clients.

What skills, qualities and experience are we looking for?

• Enthusiasticindividual with experience in a similar role.Must becomfortable workingbothindependentlyand as part ofa teamand be willing to be flexible.
• Be pro-active andanticipatethe needs of others
• Strong oral and written communication skills, with excellent grammar skills for proofreading and writing correspondence.
• Competent across Microsoft Office applications including strong knowledge of Excel, Word, PowerPoint, Outlook.
• Highly organised and detail orientated personality. Comfortable with multi-tasking at pace and highly skilled in prioritising tasks and organising work effectively to meet deadlines including in the presence of competing priorities and demand.

What’s in it for you?

Take a look at our Glassdoor and Career stories pages to see why our people love being here! As well as joining a certified B-Corp, multi-award winning, fun, collaborative, people first organisation where your personal and professional skills will be developed to make you the best you can be, we offer an attractive benefits package designed to promote your overall wellbeing so that you are able to perform to your full potential both in and out of work. Currently our core benefits package includes:

For you:

• Hybrid working (see top of the advert for details)
• Professional study support (where applicable)
• Access to our internal Wellbeing, LGBTQ+, Multicultural and Women’s networks

For your family:

• Life assurance
• Income protection
• Enhanced maternity/paternity/adoption and shared parental leave

For your health:

• 26 days annual leave (pro-rata for part-time working) plus bank holidays (most of which can be taken flexibly!) with options to buy & sell holiday
• Private medical insurance
• Discounted gym memberships, critical illness and dental insurance through our flexible benefits
• Cycle to work scheme
• Digital GP services

For your wealth:

• Discretionary bonus scheme
• Season ticket loans

For others:

• Volunteering opportunities

For the environment:

• Electric vehicle salary sacrifice scheme (qualifying period applies)

And much more!

We continuously strive to build an inclusive workplace where all forms of diversity are valued, including age, background, disability, gender, gender identity, gender expression, race, religion or sexual orientation.

LCP is committed to making our opportunities accessible to all and would welcome you getting in touch to let us know if an adjustment can be made to help with your application. This may be extra time for assessments, pre-interview site visits, interview structure or questions, or asking us about building accessibility. Whatever it may be, please get in touch via our dedicated email address - [e-mail] to discuss how we can support you with your application.

Please note that t his position does not meet the current UK Government criteria for Skilled Worker Visa sponsorship