Office Administrator

We are looking for a proactive and efficient Facilities & Office Administrator to join our Edinburgh client on a 12-month fixed-term contract.

In this role, you are responsible for ensuring the office environment runs smoothly. You'll act as the first point of contact for visitors and will be responsible for a variety of administrative tasks that contribute to a well-organised workplace.

Client Details

Our client is a not-for-profit life sciences organisation focused on advancing research and developing treatments for rare diseases and global health challenges. They support early-stage scientific discoveries and work to accelerate the development of new therapies, diagnostics, and healthcare solutions that benefit patients, particularly in underserved areas. Through partnerships and innovation, they aims to transform promising research into real-world impact.

Description

• Reception & Visitor Management: Serve as the main point of contact for visitors at the Edinburgh site, assisting with visitor passes, site tours, transport bookings, and refreshments. Manage the site calendar and induction materials for new staff.

• Facilities Support: Assist the Facilities Coordinator with various office facilities tasks and ensure communal areas, equipment, and stock are clean, tidy, and fully operational.

• Event & Meeting Support: Coordinate with Comms/HR for local events, maintaining booking records for meeting rooms, and handling service requirements such as catering and refreshments.

• Contractor Coordination: Manage the scheduling of facilities contractors and raise purchase orders for service contracts and reactive works.

• Operational Coordination: Collaborate with other departments to ensure the office environment runs efficiently and contribute to workplace improvements.

• Financial Administration: Raise and process purchase orders via Coupa, use the company credit card, and manage the ordering of services and supplies across departments.

• Administrative Support: Provide general administrative assistance to site teams, including document administration, travel booking, and site-related document updates.

• Networking: Engage with local science ecosystem counterparts to identify opportunities to participate in local events.

Profile

• Strong Administrative Experience: Proven ability to handle administrative tasks efficiently, including document management and financial administration.

• Facilities/Reception Experience: Experience in facilities management or a customer-facing role such as reception is highly desirable.

• Relationship Building: Ability to foster positive relationships and deliver excellent customer service.

• Tech-Savvy: Proficient in Microsoft Office Suite and financial management software such as Agresso or Coupa.

• Life Science Environment Experience (desirable): Experience in a life science-related workplace would be a plus, but is not essential.

• Attention to Detail: Excellent organisational skills with a focus on maintaining a clean, efficient, and well-managed office environment.

Job Offer

• Competitive salary range of £30,000 - £34,000 per annum depending on experience.

• Opportunity to work in a collaborative and dynamic environment.

• Professional development and networking opportunities within the life sciences sector.

• A supportive team and a role that offers variety and responsibility.