FOH Coordinator

Title:
Front of House Coordinator & Personal Assistant

Company:
Livingston James Group

Location:
Edinburgh City Centre - George Street

Closing Date:
25th November

Start Date:
Tuesday 6th January – this is an estimated date - we will be flexible for the right candidate

Overview of the Opportunity

We are seeking a Front of House professional to create an exceptional experience for clients, candidates, and colleagues at our Edinburgh office. This position reports to the Head of Operations and is pivotal to the smooth operation of our business, ensuring excellence in hospitality, office management, and event coordination. The role also includes PA support for our Directors, alongside responsibilities within marketing, compliance, and administration.

If you thrive in a fast-paced environment, enjoy working with people, and take pride in exceptional service, we'd love to hear from you.

You can view the Position Profile for full details on this opportunity:

About Livingston James Group

Livingston James Group comprises two specialist recruitment and leadership advisory firms:
Livingston James
(executive search) and
Rutherford Cross
(finance recruitment). Our approach is built on deep client understanding, rigorous search strategies, and a commitment to hiring the very best talent. In January 2023, we became
Scotland's first employee-owned recruitment specialist
, meaning every team member is invested in the success of our clients, candidates, and community partners. We are
purpose-led, values-driven
, and passionate about helping people and organisations realise their potential.

Key Responsibilities

Front of House & Office Management:

• Deliver a warm, professional welcome to all visitors
• Provide hospitality and technical support for meetings, interviews, and pitches
• Maintain a tidy, well-presented office environment
• Monitor office inventory and manage supplies
• Handle incoming calls and enquiries, ensuring prompt and professional responses
• Continuously improve client and candidate experience through new initiatives

Event Management:

• Organise and manage our events programme, including business breakfasts, networking evenings, and boardroom lunches
• Manage all logistics: venue booking, catering, photography, equipment, and marketing materials
• Issue invites, track RSVPs, gather dietary requirements, and prepare name badges
• Provide on-the-day event support and ensure smooth delivery
• Collect feedback and implement improvements

PA Support to Directors:

• Manage diaries, schedule meetings, and arrange travel
• Support compliance and recruitment administration
• Assist with CRM data management and reporting packs for leadership meetings
• Support research and business development activities, including for pitches and tenders
• Maintain accurate data on CRM and recruitment systems
• Provide cover for Glasgow PA when required

Marketing & Communications:

• Design and format client-facing documents and presentations
• Proofread and post job adverts, featured assignments, and client spotlights online
• Create LinkedIn graphics, event invites, and digital materials
• Manage external newsletters and feedback loops

Compliance & Legal Administration:

• Monitor compliance inbox and ensure adherence to policies
• Process references, RTW checks, qualification checks, and contractor paperwork
• Draft and manage e-signature documents (NDAs, contracts, addendums)
• Maintain placement trackers and prepare for quarterly audits

Essential Skills, Experience & Attributes

We are looking for someone with a positive, can-do attitude, a willingness to learn, and the confidence to "get stuck in." This is a key support role across Livingston James Group, so you'll need to be responsible, reliable, and adaptable to the changing priorities of a dynamic business.

• Highly Organised & Detail-Oriented:
  Able to manage multiple tasks simultaneously, prioritise effectively, and maintain accuracy under pressure
• Excellent Time Management:
  Comfortable working to tight deadlines and handling competing priorities in a fast-paced environment
• Strong Communication Skills:
  Exceptional written English with excellent grammar and proofreading ability for marketing and communications tasks
• Passionate & Determined:
  Highly committed to delivering exceptional work efficiently and striving for excellence in every task
• A Team Player:
  Enjoys working collaboratively and driven by the desire to help others succeed
• Reliable & Adaptable:
  Maintains a flexible and professional approach to changing priorities
• Personable & Professional:
  Confident engaging with clients, candidates, and colleagues, creating a welcoming atmosphere and building positive relationships
• Proactive & Resourceful:
  Naturally inclined to help others, anticipate needs, and take initiative to support colleagues wherever possible
• Resilient Under Pressure:
  Thrives in a busy environment, remains calm and solutions-focused when faced with urgent requests
• Tech-Savvy:
  Competent with Microsoft Office Suite and quick to learn new systems

As events management is a key aspect of this role, we are looking for someone who will be comfortable attending and hosting events in a confident and professional manner, ensuring a first-class experience for guests. This will include morning breakfast events and networking evenings, so candidates will need to be flexible and resilient to manage varying work schedules.

Remuneration & Benefits

• Competitive salary depending on experience
• Bonus model & quarterly incentive scheme
• Company laptop & phone provided
• All-paid-for Company away days and offsites
• CPD Programme and internal Knowledge Academy
• 2 fully paid days per year to use for volunteering/community support
• Discretionary 12.30pm finish on Fridays

Why Join Our Team?

• Be part of an
  employee-owned business
  where your contribution truly matters
• Work in a collaborative, sociable, values-driven environment
• Enjoy variety in your role and the opportunity to develop new skills and experience

To Apply

If you fit this role profile and you want to work for a purpose-led business whilst learning a wide range of business skills, we would love to hear from you. Please send a tailored CV and a brief cover letter detailing your suitability to: or apply directly on LinkedIn.