Office Coordinator

Role Title: Office Coordinator  6 Month FTC - Edinburgh                               Department:  Office Experience  Capability: People                                 Line Manager:  Office Manager                             Grade: 1

 

Role Summary

 

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 Office Manager, 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, 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. 

 

Role Details 

 

• 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 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 the Office Manager when absent and proactively offer remote support to other offices. 
• Champions our values and culture, being a role model for these and supporting the continual embedding of them in everything we do
• Ensuring our offices offer a personalised experience with key celebrations being recognised. 

• Any other ad hoc related duties & projects as required