Office Assistant

Job Description

This is an entry-level role reporting to the Executive Assistant and Planning Coordinator. You are the face of Locogen - you will be the first point of contact for office visitors and will monitor email and calls. You will be responsible for creating and maintaining an inclusive and cohesive working environment by managing facilities and operational administration. This role will ideally start in July/August 2026. We are looking for someone who can do 16-20 hours across 4-5 days.

We asked our previous Office Assistant what this role is like:

"You make sure the office looks good and is set up for people doing their best work. From the basics like keeping the kitchen tidy, clean and stocked, to more important office-related H&S requirements. It's a fun role where every day looks different, you get hands on with many tasks, and you have a big responsibility in making the office a welcoming space for employees and external visitors."

Some of the things you might be doing

• Act as the "front of house" for the Locogen office; greeting visitors to the office; answering the phone and directing calls to the relevant member of staff; co-ordinating mail activities.
• Proactively manage the office to ensure high standards of cleanliness via managing the outsourced cleaning service contract; maintaining appropriate stock levels for the kitchen, bathroom, printer, and stationery items; and storage, collection and disposal of office waste.
• Support with management of office contracts, including maintaining a contract register, arranging and negotiating contract renewals before contracts expire, sourcing the most cost-effective contracts for the company, etc.
• Carry out the role of Fire Warden and First Aider in the office.
• Management of regular inspection, maintenance, and repairs of office-based equipment, fixtures and fittings - including fire alarms, fire extinguishers, fixed and portable electricals, etc.
• Record and escalate any office-based health & safety concerns.
• Arrange travel and accommodation for new starters and group bookings. Support with individual bookings when needed.
• Assist and cater internal and external meetings.
• Support the EA & Planning Coordinator when organising company events.

Who would be a good fit for the role?

The role would suit anyone who enjoys days filled with a variety of tasks, has great organisational skills, and takes pride in doing good work. As the Office Assistant you are at the heart of the office - you make sure all operations run smoothly, you look after the office and contribute to our company culture. We are looking for a friendly and approachable person with good communication skills who is able to prioritise tasks and to ask for help when needed. We use many IT systems within the business, and good knowledge of Microsoft Word, Excel and Outlook is essential for this role.

Previous experience in a similar role is desired but not a requirement.

It would be great (but not necessary) if you have

• Business administration qualification;
• Office health and safety experience and training;
• Experience of office administration, systems and procedures.

What is it like to work at Locogen?

This role is on site based in our Stockbridge (Edinburgh) office - the office is dog friendly and has secure, free parking for cars and bikes.

We are a multidisciplinary team of friendly, welcoming and supportive people who are passionate about renewable energy. We are flexible, informal, inclusive and collaborative.

Locogen is a place where everyone can grow and develop by working on interesting projects of varying scopes and sizes.

We love what we do and believe in empowering and trusting each other to deliver. We learn from our experiences and take accountability. We are client focused and inspire each other to do the best we can.

We are a social bunch so there is always something going on whether in the office or remotely including:

• Company-wide socials, team socials, away day (paid for by Locogen)
• Clubs for remote and in-office people e.g. book club, wordle club, running
• Coffee roulette - an opportunity each month to chat to someone different
• Locopets teams channel for sharing pictures of your furry loved ones

Some of our benefits

• £26-28k (FTE) depending on experience
• 25 days holiday + 5 flexible bank holidays + 4 company closure days (25 and 26 Dec, 1 and 2 Jan). (pro rata'd)
• Enhanced maternity and paternity policies, sickness and other leave - including 4 days paid dependents leave.
• Ongoing professional and personal development opportunities - training, memberships and education costs covered.
• Private Health Insurance with AXA.
• Life Assurance, Critical Illness, and Income Protection options.
• Pension at 10% (5% employee/ employer contribution split). We are flexible for employees who want to opt out or contribute more of their salary.
• Cycle to Work & EV Car Scheme.
• Dog friendly office with snacks for you AND your dog.

How to apply

No candidate will meet every single desired criterion. If your experience looks a little different from what we've described, and you think you can bring value to the role, we'd love to hear from you.

We are not using agencies to recruit for this role - please apply directly by emailing [email protected]