Facilities Administrator

Location: Edinburgh (UK)

In this office-based position you’ll experience a supportive approach to your wellbeing and continuous learning opportunities in our friendly and inclusive workplace. Find out more at computershare.com/flex.

We give you a world of potential

We are looking for a motivated professional to take on a full-time, site-based role focused on Reception and Facilities support, ensuring the smooth day-to-day operation of the workplace and delivering an outstanding customer experience.

This role covers the full spectrum of reception duties, including visitor management, building access, and maintaining site security, while also providing administrative and operational support to the Facilities team. The successful candidate will contribute to maintaining the properties to a high standard of functionality and amenity, supporting business-as-usual activities and ensuring efficient workplace operations.

You will work supporting the implementation of Health and Safety policies and procedures, carrying out tasks aligned with the Health and Safety Handbook. The role also involves assisting with the collection and reporting of key workplace data across programs such as ESG, Workplace Occupancy, Health and Safety, Workplace Design, and Projects, contributing to broader workplace initiatives and continuous improvement efforts.

A role you will love

The role is a full-time, site-based position responsible for delivering a professional front-of-house experience while supporting day-to-day facilities operations. Acting as the first point of contact for staff, visitors, and contractors, the role ensures excellent customer service, effective visitor management, and secure building access.

In addition to reception duties, the position provides administrative support to the Facilities team to help maintain a safe, well-presented, and efficiently managed workplace. The role supports health and safety activities, workplace compliance, and the coordination of day-to-day operational requirements.

Key responsibilities:

• Meet & greet at reception, manage calls, and provide professional customer service to visitors and employees.
• Liaise and coordinate with building occupiers, handling queries and operational requirements.
• Manage the facilities inbox or ticketing system, ensuring efficient tracking and resolution of issues.
• Administer access control, visitor management, access audits, and employee onboarding/offboarding processes.
• Organise and manage meeting rooms, including bookings, room setup, and logistical coordination.
• Carry out assigned inspections and provide administrative coordination with contractors, consultants, landlords, and facilities-related activities.
• Manage purchase orders, validate and process invoices, and produce accurate management reports and data.
• Support VIP visits, corporate events, and catering services, ensuring a smooth and professional experience.
• Administer health & safety (H&S) activities, ESG data, fire warden duties, and act as first aid contact point.
• Oversee general operational tasks, including locker management, stationery ordering, free issues replenishments, and timely resolution of queries and incidents.
   

What will you bring to the role?

We are looking for an experienced Facilities Administrator with strong office administration and customer service skills in a commercial office environment.

• Experience in reception or front-of-house roles within a commercial office environment, with strong understanding of general business operations
• Excellent communication skills (verbal and written), with the ability to liaise confidently and professionally at all levels internally and externally
• Strong organisational skills with the ability to manage multiple competing priorities, high attention to detail, and effective problem-solving and conflict management skills
• Strong understanding of health, safety, and security requirements within an office environment
• Proven ability to deliver a welcoming, safe, clean, and well-presented reception area, ensuring high levels of customer satisfaction for staff and visitors
• Strong interpersonal and relationship-building skills, with the ability to work collaboratively and independently, and demonstrate dependability, flexibility, and adaptability
• Intermediate MS Office skills, with additional desirable qualifications including First Aid certification, Health & Safety awareness/qualification, and experience administering third-party services
   

Other key skills you will bring to the role:

• Strong communication and customer service skills
• Good organisation and attention to detail
• Ability to multitask and manage priorities
• Basic MS Office and admin experience
• Flexible, reliable, and team-oriented approach
   

Rewards designed for you 

• Flexible work to help you find the best balance between work and lifestyle. 
• Health and wellbeing rewards that can be tailored to support you and your family. 
• Invest in our business by setting aside salary to purchase shares in our company, and you’ll receive a company contribution as well.  
• Extra rewards ranging from recognition awards, and team get togethers, to helping you invest in your future. 
• And more. Ours is a welcoming and close-knit community, with experienced colleagues ready to help you grow. Our careers hub will help you find out more about our rewards and life at Computershare, visit computershare.com/careershub.