Workplace Operations Assistant

About the role

Addepar is a financial technology company that develops software platforms for wealth management and investment tracking professionals across the globe and their advisors. The Workplace Operations Assistant will be based in the Edinburgh office and will take direct responsibility for the daily logistical operations that keep the workplace running smoothly and efficiently. This role involves supporting staff across the Edinburgh location by managing facilities tasks, coordinating office services, and handling a wide range of administrative duties that are essential to day-to-day operations. The assistant will serve as a reliable first point of contact for workplace-related questions and will work closely to ensure the physical office environment remains organized, functional, and welcoming for all team members.

Key facts

What you'll do

Coordinate the daily flow of incoming and outgoing mail and courier deliveries to and from the Edinburgh office on behalf of the team

Manage office supply inventory by monitoring stock levels and placing timely orders when supplies run low and need replenishment

Prepare and arrange meeting rooms and common areas before scheduled events and client visits each day to ensure a professional environment

Respond to facilities-related requests submitted by staff members and track each request from initial submission through to final completion

Support the new employee onboarding process by setting up workstations, issuing necessary equipment, and preparing welcome materials and documentation

Maintain cleanliness and hygiene standards by coordinating with external cleaning contractors and performing regular inspections of all shared spaces

Handle visitor registration at the front desk and escort guests throughout the office during their scheduled visit and stay

Assist with the planning and coordination of office events including team gatherings, holiday celebrations, and seasonal activities throughout the year

Update and maintain workplace policies and standard operating procedures in shared digital documents accessible to the entire team

Communicate with external vendors and service providers to schedule repairs, manage ongoing contracts, and resolve any outstanding service issues

Requirements

A high school diploma or equivalent formal qualification is required as a minimum educational standard for this position

Previous experience working in an office administration, facilities management, or operations support environment is expected and valued by hiring managers

Strong attention to detail and the demonstrated ability to manage several tasks at the same time without sacrificing quality

Excellent written and verbal communication skills in English are essential for daily interactions with colleagues, vendors, and visitors

Comfortable and competent working with basic office equipment including printers, scanners, photocopiers, multi-function devices, and other standard peripherals

Able to work flexible and occasionally adjusted hours to accommodate office events and occasional after-hours operational needs as required

A willingness to learn internal systems, software tools, and processes that are specific to Addepar operations and workflows

A positive and constructive attitude combined with a team-oriented approach to supporting colleagues across all departments and functions

Nice to have

Experience using workplace management or ticketing software platforms to log, track, and resolve service requests efficiently and accurately

Familiarity with the Microsoft Office suite including Word, Excel, and Outlook for handling daily administrative and reporting tasks

Knowledge of health and safety regulations and best practices relevant to office environments in the United Kingdom and Scotland

Previous exposure to financial services or technology company settings and an understanding of their workplace cultures and operating norms

Skills & tools

Microsoft Office 365 including Word, Excel, PowerPoint, and Outlook for creating documents and managing email correspondence effectively

Google Workspace for collaborative document editing, shared calendar management, team coordination activities, and real-time communication needs

A basic understanding of office equipment maintenance procedures and common troubleshooting techniques for resolving minor issues independently

Workplace management or facilities ticketing systems used for logging, prioritizing, and tracking service requests and repair tickets

Internal communication platforms used by Addepar for team coordination, announcements, and day-to-day workplace updates and reminders

Standard office software applications for inventory tracking, supply reordering, maintaining accurate equipment records, and generating periodic reports

Practical notes

The role is based in the Edinburgh office and requires regular in-person attendance during standard working hours each week of the year

All candidates must have the legal right to work in the United Kingdom without requiring employer sponsorship or visa support

a full-time position with a standard Monday to Friday schedule, though occasional flexibility and adjusted hours may be necessary to support office operations

The hiring process includes an initial application screening, a practical skills assessment, and at least one formal interview round with the operations team

About the company

Addepar, Inc. is a cloud based American wealth management software platform for RIAs specializing in data aggregation, analytics, and portfolio reporting. Addepar's clientele is primarily high-net-worth and ultra-high-net-worth individuals and companies.