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Office & Facilities Coordinator

2 weeks ago

Edinburgh EH DL, United Kingdom Umega Lettings Full time £24,000 - £26,000 per year

Applications without a truly STAND-OUT cover letter will not be considered. Tell us exactly what you'll bring to this role and why we'd be missing out if we didn't hire you

We're on the lookout for a superstar Office & Facilities Coordinator to be the heartbeat of our buzzing office and the go-to person for all things "how does this place run so smoothly?" If you love variety, thrive on being organised, and want to bring big positive energy to our team, you'll fit right in.

You'll be the welcoming face and the super-organised mind that keeps our spaces humming — making those magical first impressions, sorting everything from stationery to sales gifts, and bringing that Umega sparkle to every interaction. Your work will impact everyone who walks through our doors, as well as the people who rely on our back-of-house brilliance.

What you'll do (with a smile):

  • Champion the Umega vibe: You're the first hello, the last goodbye, and the one who ensures every visitor, supplier, and colleague feels at home from the second they arrive.
  • Gatekeeper of keys: You will be responsible for all keys related to the Umega portfolio including signing keys in and out to contractors and staff, conducting regular audits to ensure our keys are all accounted for
  • The organisational genius: Fruit and milk for the team? Sorted. Friday rolls across all offices? Done. Need a new batch of business cards? On it. If it needs to be there, you'll make it happen.
  • Facilities wizard: From cleaning contracts to printer toner, window cleaning to confidential waste — if it keeps the office ticking, you're the one making sure it just works (and looks fab).
  • Fleet management? No problem: MOTs, cleans, insurance… company cars are always good to go.
  • Master of orders: Juices, kitchen supplies, stationery — every office need is met without fuss or faff.
  • Communication central: You'll manage our main email inbox, keep out-of-office messages fresh, handle phone calls, and be the info-hub for the team.
  • All-round office legend: Whether it's a sudden repair, a last-minute office order, or just making sure the fridge is full of juice — you'll handle it with care and style.

What we need from you:

  • 2+ years in a fast-paced office environment
  • A super-friendly, welcoming, and professional approach in every interaction — whether it's in person, on the phone, or by email
  • Meticulous attention to detail: nothing gets past you, and you leave no stone unturned
  • Quick-thinking, able to juggle priorities and keep calm under pressure (the busier, the better)
  • Self-starter, keen to jump in, learn fast, and grow with the role (it's new and has room to evolve)
  • Pride in keeping the place looking great and running even better
  • Passion for people, customer care, and spreading good vibes

Who we are:

Umega is a forward-thinking, friendly, and fast-growing property company where every team member is valued, supported, and empowered to make their mark. You'll join a team of over 75 talented, caring people who work hard, support each other, and love coming to work every day. We're all about learning, growing, and having fun along the way.

Perks & Benefits:

  • Casual dress
  • Company pension
  • Private medical insurance
  • Cycle to work scheme
  • Regular treats (tea, coffee, fruit, Friday rolls)
  • Employee discounts
  • Fun company events & social life
  • Additional leave
  • …and loads more as we keep growing

Location: Edinburgh, EH5 2DL (reliable commute or plan to relocate before starting required)

Experience: Office/facilities/customer service: 2 years (preferred)

Hours: Full time, office based, 8.30am-4.30pm

How to apply:

Send us your CV and a cover letter that shows off your personality, tells us what you'll bring, and why we'd be mad not to hire you

Job Types: Full-time, Permanent

Pay: £24,000.00-£26,000.00 per year

Benefits:

  • Additional leave
  • Bereavement leave
  • Company events
  • Company pension
  • Cycle to work scheme
  • Employee discount
  • Enhanced maternity leave
  • Enhanced paternity leave
  • Private medical insurance
  • Sick pay

Work Location: In person