Office Coordinator

  • Admin
  • Edinburgh, United Kingdom

Office Coordinator

Job description

Administrative Coordinators are like invisible crutches; they keep everything ticking along nicely and are the ones who make stuff happen – just like magic!

At Gecko we’re growing so quickly, and we now need an office magician to slide in and quickly support the scaling team and office environment. We’re looking for that special someone who’s already a Gecko at heart but just doesn’t know it yet.

So, who are Gecko Engage? Well, we’re the proud creators of a meaningful SaaS solution that has allowed today's HigherEd institutions to connect with over 6 million students worldwide!

Our platform of market-leading EdTech products are used by HigherEd institutions across the world to improve the way they recruit students, drive efficiencies in inquiry acquisition and increase conversion rates. Our software has helped universities connect with over 6 million students worldwide, whether they’re capturing inquiries at recruitment fairs in far-flung corners of the globe, registering attendees on to campus tours, or helping freshmen navigate the new world of higher education, our customers trust us to help deliver a great experience for their students. Oh, and we built our very own (and very clever) ChatBot too - did we mention that?

We're growing fast; in fact, in the last 12 months alone we’ve doubled our headcount, going from 20 people to now a team of 40 (and growing by the day). We’re based in the UK and USA, managing 100+ clients across the globe!

Having the majority share of the UK market is not enough for us; we want the world! Our next target is to conquer the US and to more than double our revenue year on year. Sounds exciting, right?

So, to help us move into this next phase of our growth and development, we’ve created this truly exciting new opportunity for a budding office superstar to look after the daily needs of the office and it’s Geckos. Reporting directly to our People & Office Manager, you will be charged with maintaining Gecko’s Edinburgh Office whilst providing general administrative support.

This brand-new role has been created for an energetic and adaptable administrative assistant whose ambition is to further their current administrative experience and take on more responsibility in the long term as they cement themselves within the company. One of the best things about Gecko is that we’re scaling, therefore, our Geckos have the opportunity to grow their careers alongside that of the company (it doesn’t hurt that it’s a fun place to work too).

Want to know more? You’re going to be busy doing all sorts of things as two days are never the same here, but the main purpose of the role is to become the backbone of the company and to ensure the continued smooth running of the office. Some things you will be doing, include:

  • Providing totally awesome administrative support to the office
  • Keep the office looking ‘on fleek’ (pretty nice)
  • Being that friendly face and the first point of contact for visitors
  • Fielding those incoming calls
  • Maintaining the office supplies (this is a biggie as we also eat and drink a lot)
  • Managing office meeting rooms and organising virtual meetings via Zoom Rooms
  • Being that travel whiz and getting people to where they need to go
  • Arranging regular company lunches, dinners and social events (we love to socialise)
  • Acting as the first point of contact to the landlord and attending site meetings
  • General facilities management, getting stuff fixed, organising contractors for works and dealing with suppliers
  • Assisting with maintaining the office health and safety
  • Carrying out office inductions for new Geckos
  • Procuring new equipment setting this up for new Geckos, as well as setting up workstations and all the tasks that come with bringing on new blood
  • Managing software licences as an Administrator (so we suppose you need to be pretty tech-savvy)
  • Handling mail in/out and arranging couriers, including intentional shipments
  • Oh, and assisting with our big office move (don’t worry, we’re staying local to the centre of Edinburgh)

One more thing... please don't underestimate the importance of this role; you will be that glue that binds everything together and need to be able to keep everyone happy and keep things ticking along which is totally vital to the company :) 


You are already:

  • A talented administrative wizard looking to expand their experience further and eventually be exposed to more areas of responsibility
  • Somewhat of an office magician; you already know what needs doing and can just make stuff happen, regardless of how difficult it may appear
  • A juggler of many, many tasks
  • Someone with a cheery personality and good sense of humour who can light up a room (‘Negative Nellys’ need not apply)
  • Strong at communicating effectively (i.e. no wafflers)
  • A travel boffin; able to get people to where they need to go, cost-effectively
  • Technically capable and somewhat of an expert at MS Office and Google docs apps
  • Able to multitask to the extreme and you can show it
  • Curious and are always learning… a trait which we look for in all of our Geckos
  • Ambitious and self-driven – looking to take on more office management duties
  • A true Gecko at heart; you just didn’t know it yet! You want to make that move to become part of something which matters to you and where you’re valued in return

Ideally, you are:

  • Experienced with working in tech or HigherEd
  • Understanding of, but not necessarily experienced in working within, a SaaS business model
  • Confident with managing access to software licences, including Gmail, 365, DropBox to name but some
  • Familiar with Apple Tech and Zoom (including Zoom Rooms)
  • Able to provide financial assistant support also

Hmm, well what’s it like to work at Gecko?

Having a flexible working week means that our Geckos have the power to dictate their schedule, so we’ll see you in the morning at some point, where the day starts with breakfast; the most important meal of the day. Vital for stimulating the body and mind, we like to provide breakfast for our Geckos to set them up for the working day ahead and get those neurons firing!

Sat at your desk in our colourful and creative New Town office you will work with the latest Apple tech and software products. Want to zone out and really concentrate on something, then grab a beanbag and your Bose noise-cancelling headphones and get stuck in. Or if you want to chill out then why not choose a book from the library and enhance your intellect or if you fancy blowing off some steam then join the ping pong league.

Fancy a coffee? Well, have one from our delicious bean to cup machine! Or maybe you need a little sugar hit from the soft drinks fridge? Hungry? Have a snack? We’re big feeders; whether its fresh fruit or treats or birthday cake, we’ve got something for you (and if we don't then we’ll get it for you). Oh, and we have fortnightly Company lunches… mmm.

We’re a social bunch, so come Friday, after the working day is done, you’ll always find at least some of us at the local ‘public house’ next door, discussing weekend plans. Unless some of us happen to be working from home that day or it is your birthday, in which case we insist you have the day off!

We’re also very kind Geckos and are strong advocates of good mental health; we’re always on the lookout for new ways in which we can support our people. We are super proud to partner with mental health gym provider, Sanctus, offering our Geckos a Coach who acts as a sounding board for anything they want to talk through; either professionally or personally. We also offer on-site reflexology to try to keep our Geckos as ‘zen’ as possible.

Our Geckos are our biggest asset; we know this. And we care about them! Our talented Geckos are some of the best in the biz and we are firm believers in creating the right culture and environment that inspires and nurtures our talent, allowing our Geckos to grow their careers alongside the Company. We’re big on our Geckos being masters of their fate and as such, we encourage our people to carve out their careers and support them wholeheartedly in their individual personal and professional development goals. We also listen to what our Geckos have to say and are agile enough that we can react instantly and welcome suggestions or recommendations always!

Wow, so how can I get my name into the hat for this role?

This job post illustrates yet another exciting step forward in our quest for global domination! We’re on the look-out for ambitious and curious individuals who want to be part of our ongoing success story and can be passionate about making a difference to institutions through our range of products. So if this sounds like you and you want to be part of something where you truly matter and are valued, then please apply with your CV and an inventive cover note explaining why perhaps you’re our next Gecko...

* You must have a valid right to work in the UK

** No agencies, please