Office & Facilities Coordinator Jobs

Emperor

Location:
United Kingdom, Edinburgh

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

We’re looking for a proactive, organised and people-focused Office & Facilities Coordinator to help keep our Edinburgh studio running smoothly. You’ll play a key role in creating a welcoming environment for our clients and team, ensuring our office remains efficient, H&S compliant and beautifully presented. This is a fantastic opportunity to join a leading creative design agency in a hands-on, varied role that combines front-of-house, office management and operational support.

Job Responsibility:

Attending tenants’ meetings and representing the studio in shared building matters
Coordinating daily office operations and procedures to ensure efficiency and effectiveness
Running induction sessions for new starters and introducing them to our H&S platform and related training
Maintaining sufficient stocks of catering and general office supplies
Managing the overall appearance and cleanliness of the office, including all facilities (HVAC, photocopier, etc.)
Ensuring all equipment and services run smoothly
arranging servicing and upgrades when required
Overseeing recycling and waste management (glass, paper, card, tins, plastics, toner)
Coordinating supplier invoices and reconciling house costs
Ensuring compliance with Health & Safety standards and maintaining required staff training
Scheduling fire alarm, intruder alarm, water temperature, legionella and HVAC maintenance, and filing certificates
Supporting ISO inspections and audits with up-to-date documentation
Ensuring all legally required information is displayed
Raising purchase orders and processing supplier invoices via Paprika
Arranging couriers and managing the taxi account, including booking and reconciliation in Paprika
Supporting local studio events – venue booking, meet-and-greet, badging, and logistics
Managing NDAs for suppliers and students, and maintaining proper filing
Liaising with IT provider regarding equipment receipt, returns, and upgrades

Requirements:

A friendly, confident communicator
A proactive attitude
Strong time-management skills
Excellent organisational skills and attention to detail
A willingness to learn and adapt as the role or office needs evolve
Embodies and champions our core values in every aspect of your work

Nice to have:

Previous experience in office or facilities management, ideally within a creative or agency environment
Experience in handling health & safety processes and basic finance administration (POs, invoices, supplier management)
Familiarity with accounting or office/agency management software (e.g., Paprika)
Experience using and troubleshooting office equipment

Additional Information:

Job Posted:
December 08, 2025

Employment Type:

Parttime

Work Type:

Hybrid work

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Office & Facilities Coordinator