Workplace Coordinator; MJ

Regular Edinburgh Functional Departments Admin

Update

Job Description

Founded in 1999 and listed on NASDAQ in 2003 and HKEX in 2021,  Group is a leading global travel service provider comprising of , Ctrip, Skyscanner, and Qunar.

Across its platforms,  Group integrates travel resources from industry partners and helps travellers worldwide pursue the perfect trip with exceptional travel products and services.

We have four Customer Service Centres for  established in Japan, Korea, the UK, and the Philippines, providing 24/7 customer service in 19 different languages.

We have more than 30,000 employees scattered across 30 countries in Asia, Europe, the Americas, and Oceania, striving to expand our global markets and aiming to be the world’s leading and most trusted family of online travel brands that aspire to deliver the perfect trip at the best price for every traveller.

We are looking for a proactive and organised Workplace (Office) Coordinator to support the Office Administration Team with the day-to-day running of our busy Edinburgh office.

The successful candidate will help ensure the office operates efficiently by managing stock, processing invoices, handling mail and deliveries, and providing administrative support across the business.

Please note, that this role follows a full‑time office based working model (5 days per week on‑site).

• Support the Facilities Coordinator with the day‑to‑day operation of the office.
• Act as a first point of contact for staff queries and assist with resolving day‑to‑day office‑related issues.
• Order and maintain stock levels of office supplies, stationery, kitchen supplies, and other business requirements.
• Conduct regular stock checks and ensure supplies are replenished in a timely manner.
• Process invoices and maintain accurate records in line with company procedures.
• Liaise with suppliers regarding orders, deliveries, and invoice queries.
• Receive, sort, distribute, and send incoming and outgoing mail and parcels.
• Welcome visitors to the office and provide office inductions where required.
• Maintain accurate records and ensure administrative documentation is completed in accordance with company procedures.
• Support company events, meetings, and other office activities as needed.
• Undertake other ad‑hoc administrative duties as requested by the H&S and Facilities Manager.

• 2+ years experience in an administrative, office support or customer service role.
• Experience processing invoices and tracking office expenditure.
• Confidence using Microsoft 365 and modern workplace management systems.
• Excellent verbal and written communication skills.
• Professional and friendly approach when dealing with colleagues, visitors, and suppliers.
• Strong organisational skills with excellent attention to detail.
• Ability to manage multiple tasks and prioritise workload effectively.
• Good numerical skills and confidence handling invoices and records.
• Ability to work independently and as part of a team.
• Experience using invoice processing systems.
• Experience managing stock control in an office environment.
• Experience working in a busy office environment.
• Proactive and able to anticipate business needs.
• Strong sense of ownership and accountability.
• Takes pride in maintaining a safe, welcoming, and well‑presented workplace.

We offer a stage to unleash your full potential and drive global impact. As an international team, we embrace an open and inclusive culture that supports and respect team members in and out of the workplace. Everyone is on a trip, whether it's a career trip or a life trip. At  Group, you can define your own trip by setting a goal and celebrate your success by recognizing the progress you have made.

• Our rapid business growth in global offers abundant career opportunities at various levels and in multiple functions
• Internal transfer is encouraged, and global job rotation program enable you to pursue a global career path and make global impact
• We provide learning opportunities to further your career in areas of leadership capability, soft skill and professional expertise.
• We encourage flexible work arrangement
• Have fun with company-sponsored greetings and activities at holidays, birthdays, and colourful team events.