Office Facilities Co-ordinator

Office Facilities Co-ordinator
Location: Edinburgh (on-site) | Practice Area: Corporate Services | Department: Facilities | Type: Permanent

Supporting a welcoming, well-run office environment where people can do their best work.

The Role
We are looking for a proactive and professional Office and Facilities Assistant to support the smooth day-to-day operation of our Edinburgh office. Based at reception, this role combines front-of-house responsibilities with facilities, events, AV and general operational support.

Role Overview

We are seeking a proactive and professional Office Facilities Co-Ordinator to support the smooth day-to-day operation of our office. Based at reception, this role combines front-of-house responsibilities with facilities, events, AV and operational support.

Working alongside the Office Manager and team members in Glasgow and London, the role plays a key part in maintaining a welcoming and well-run office environment. The position also provides full operational cover for colleagues during periods of absence.

Key Responsibilities

Front of House & Reception Support

• Support the day-to-day operation of the reception area.


• Welcome visitors and colleagues, ensuring a professional and friendly front-of-house experience.


• Manage visitor sign-in procedures and ensure compliance with site protocols.


• Answer and direct incoming enquiries professionally.

Facilities & Office Support

• Provide day-to-day support to the team to ensure the office operates smoothly.


• Assist with locker management, key holding and general office logistics.


• Support health and safety processes and escalate issues where required.


• Provide operational cover for colleagues during periods of absence.


• Support facilities-related audits and compliance activities.

Events, Meetings & AV Support

• Support the coordination of internal and client-facing meetings and events.


• Assist with room bookings, meeting setup and diary coordination.


• Provide on-the-day support for events, including room layouts, AV setup and basic troubleshooting.


• Liaise with internal stakeholders and external suppliers to support event delivery.


• Maintain awareness of available meeting spaces, layouts and preferred suppliers.

Administrative & Operational Support

• Manage incoming and outgoing mail, including courier bookings.


• Monitor and order office supplies to ensure appropriate stock levels.


• Provide general administrative support to teams across the office as required.


• Report on office attendance and related data, ensuring accuracy and completeness.

Communication & Stakeholder Engagement

• Monitor and manage the reception email inbox, ensuring timely responses.


• Support internal communications relating to office activity, meetings and events.


• Build positive working relationships with colleagues, stakeholders and suppliers.

Experience & Skills

Essential

• Previous experience in a reception or front of house environment, office support or administrative role.


• Strong organisational skills with the ability to manage multiple tasks.


• Confident and professional communication style.


• Comfortable working with colleagues at all levels.


• Intermediate knowledge of Microsoft Office (Outlook, Word, Excel).


• Proactive, reliable and able to use initiative.

Desirable

• Experience supporting meetings, events or facilities-related activity.


• Fire Marshal and/or First Aid training (training can be provided).

Why Join Capco?

• Work in a collaborative, inclusive and professional environment


• Exposure to facilities, events and office operations


• Opportunities to develop skills beyond the role


• Competitive remuneration and benefits aligned to experience

Next Steps

Please apply with an application - if you have any questions reach out to the recruiter on [email protected] - Applications will close by Wednesday 11th of February. Application review will take place and candidates will be invited to interview over the following days.