Office Manager

FNZ Group; City of Edinburgh; On-site; GBP 26,000 - 34,000; Full time

Job summary

FNZ Group in Edinburgh is seeking an experienced Office Manager to run our Edinburgh offices (Tanfield & West Register St). You will manage suppliers, coordinate facilities, greet guests, provide reception cover and ensure health and safety compliance to support a creative, fast-moving business.

You will work closely with the Divisional Head, coordinate across time zones, manage meetings and events, track office expenses, and help maintain a secure, tidy workspace to enable smooth daily

Qualifications

• 3+ years in an office management or similar role.
• Proactive and detail-oriented with client-facing experience.
• Strong communication and organisational skills.
• Knowledge of health and safety processes.
• Ability to coordinate across multiple locations.

Responsibilities

• Manage Edinburgh offices (Tanfield & West Register St).
• Greet guests and provide reception cover.
• Order office consumables and maintain facilities.
• Conduct H&S and compliance checks.
• Record and track monthly office expenses.
• Coordinate meetings and events, including catering.
• Support couriers and maintain security of office.
• Work with Divisional Head to ensure smooth operations.

Skills

Office management

Facilities coordination

Vendor management

Health & safety

Outlook/Teams/Office suite

Tools

Outlook

Teams

Word

Excel

PowerPoint

Job description

This role will form part of FNZ’s frontline and will centre on providing administrative support (Office Management) to the business by managing the business suppliers and ensuring all offices are aligned. This role will ensure office facilities are maintained to a level that meets the demands of a creative and innovative company. Support the Divisional Head in running regional projects. This is an office based with an expected attendance level of five days a week. This role will form part of FNZ’s frontline and will centre on providing administrative support (Office Management) to the business by managing the business suppliers and ensuring all offices are aligned. This role will ensure office facilities are maintained to a level that meets the demands of a creative and innovative company. Support the Divisional Head in running regional projects.

This is an office based with an expected attendance level of five days a week.

Specific Role Responsibilities:

• Manage as an Office Manager the Edinburgh offices (Tanfield & West Register St.)
• Greet guests and welcome people for meetings
• Reception cover
• Regular management and ordering of office consumables, stationery and kitchen supplies, H&S needed facilities
• H&S and compliance checks
• Record expense in the monthly tracker for all the locations. Ensure it is kept in line with numbers that were allocated. Save office cost in possible areas.
• Expense reports
• Keep the general office area and meeting rooms tidy, respectable and secure, and ensure the smooth running of all meetings/arrange catering, coffees, water etc as required
• Support couriers for deliveries
• Assist to ensure Health & Safety processes are kept to standard
• Provide cover for holidays within the admin team
• Ensure all office equipment and appliances are in good working order.
• Events management for the Edinburgh offices. Including supporting Culture Clubs
• Coordinate office communications and updates
• Undertake any other projects/tasks as may be reasonably required to facilitate the smooth operation of the Company
• Work closely with the Divisional Head to ensure an effective operation of the offices
• Coordinate across multiple time zones and locations, ensuring seamless scheduling and communication with global teams
• In charge of Health & Safety monthly check and make a good record of monthly checklist. Quick respond to emergencies
• Make effort to ensure global consistency is practiced well locally, which ranges from global policy to every initiative, etc

Experience & skills required

• Proactive and motivated to exceed expectations, and ability to represent company image and values.
• Eye for detail and perfectionist’s view of service standards.
• Good problem solver - logical and reactive in response to unexpected queries/circumstances.
• Must demonstrate flexibility to get involved in tasks at all levels and adaptability to juggle a range of different tasks
• Relationship building skills essential for staff, customers and service providers.
• A good working knowledge of Outlook, Teams, Word, Excel and PowerPoint.
• Confident, and able to take initiative given client and delivery-focused environment.
• Independent, self- directing and delivery focused working style.
• Good team communication skills, confident in dealing with internal and external clients.
• An understanding of confidentiality issues and the use of discretion.
• At least 3 years working experience in a similar role.
• Training as First Aider or Fire Warden will be value added.
• Experience in service industry will be value added
• Excellent knowledge of the English language.

About FNZ

FNZ is committed to opening up wealth so that everyone, everywhere can invest in their future on their terms. We know the foundation to do that already exists in the wealth management industry, but complexity holds firms back.

We created wealth’s growth platform to help. We provide a global, end-to-end wealth management platform that integrates modern technology with business and investment operations. All in a regulated financial institution.

_We partner with the world’s leading financial institutions, with over US$2.5 trillion in assets on platform (AoP).

Together with our clients, we empower nearly 30 million people across all wealth segments to invest in their future._