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Office Manager
Commercial & Administration
Job Type:
Edinburgh, Mid & East Lothian
Exact Salary:
Date Posted:
01-Aug-2022 12:47 PM
Ref #:

Escape Recruitment are working in partnership with a growing international SME business to recruit for an Office Manager / Leadership Team Assistant role based at their Edinburgh city centre office site.

This is an exciting opportunity to join an entrepreneurial business where you will have direct exposure to the most senior people and be given the scope to design and implement processes and improvements as the company continues to grow. The role is based in Edinburgh and reports to a director, who is based in the USA. The company is output focused and has a flexible working culture

You will support several business areas including finance, office management, event management, facilities management, and general operations. You will also provide executive level support to the local and US based leadership team as well as ensuring the company's administrative and operational responsibilities are met.

This is a small, but growing, company and this is an important appointment. As such you will be expected to use your own initiative to design or improve upon the company's current processes and to help scale efficiencies.

Responsibilities Include (but are not limited to):

Finance Support

    • Reports are prepared, distributed and/or filed accurately and on time

    • Liaising with outsourced payroll provider to ensure timely and accurate monthly processing

    • Provide support for documentation and detail required for reconciliations of credit cards, portfolio company recharges and other finance processes

    • Filing of Edinburgh business rates as well as company annual accounts and confirmation certificates with Companies House for all appropriate UK entities

    • Prepare draft minutes for Board approvals

Administration and Operations

    • Administer insurance plans

    • Research and assist with the implementation and administration of the company's statutory pension scheme

    • Coordinate travel for team members, to include purchasing and updating tickets, arranging hotel/vehicle reservations, and coordinating visa and passport issues

    • Maintain and improve the filing systems

    • Be responsible for the overall organisation, structure, and security of the company's Sharepoint site

    • Answering phones and respond to callers and inquiries

    • Receive, sort, scan, forward and file mail

    • Facilities management of the Edinburgh office

    • Primary responsibility for health and safety compliance and annual risk assessment.

    • Oversight of all office equipment and office supplies

    • Inventory log of office equipment

    • Management of company mobile phones

    • Arranging and managing hospitality

    • HR Administration and onboarding new employees, including IT and security permissions

    • Provide Executive Assistant support to the US based Director

To succeed in this role, you must be highly organised, detail-oriented, self-reliant and an excellent problem solver. You will be self-motivated and an excellent multi-tasker with exceptional organisational, interpersonal, and written communication skills. You will be self-directed and independent but also able to effectively collaborate with the team to reach company goals.

Strong IT skills, in particular a comprehensive knowledge of Sharepoint are essential and you will also be:

    • A quick learner, self-starter, innovative thinker, and effective problem solver

    • Able to establish and maintain effective working relationships with external and internal contacts

    • Able to handle multiple tasks in a fast paced, entrepreneurial environment and as part of a small team

    • Able to make independent decisions regarding priorities

    • Comfortable handling sensitive materials in a confidential manner

    • Possess excellent time management skills with an ability to meet tight deadlines

    • Results Driven and capable of completing tasks and creating solutions

    • Collaborative and willing to shares ideas and resources

Whilst my client has instituted a hybrid working environment, the position is based at, and has primary responsibility for their Edinburgh office. As such, whilst there will be some flexibility in hybrid working, the expectation is that the Office Manager will be working from the office most of the time.

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