Part-Time (20 hours per week) | Permanent | Office Based | Edinburgh, (South Gyle) 34 South Gyle Crescent, Edinburgh EH12 9EB
Join Hygenisys
Hygenisys is the UK's leading Environmental Health Consultancy, supporting major hospitality businesses with food safety, health & safety, fire safety and compliance services.
We're looking for a highly organised Client Services Coordinator to become the operational hub of our consultancy team. If you enjoy coordinating people, managing multiple priorities and delivering outstanding client service, we'd love to hear from you.
The Role
This part-time Client Services Coordinator role is ideal for someone who enjoys organised administration, client communication and scheduling in a professional services environment. You will help keep our consultancy work moving by coordinating diaries, documents, client records and day-to-day operational tasks.
Working closely with our Directors and Associate Consultants, you’ll coordinate client work from enquiry through to completion, ensuring audits, contracts, consultant diaries and client communications are managed efficiently.
You’ll help keep multiple client projects on track by coordinating day-to-day activity between Directors, Consultants and clients.
Your Key Responsibilities
Coordinate our consultancy team
· Own and track customer audit cycles, ensuring scheduled audits, inspections and compliance visits are completed on time.
· Schedule audits, inspections and consultancy visits.
· Manage consultant diaries and client appointments.
· Coordinate consultant availability and workloads.
Support our clients
· Act as the first point of contact for client enquiries by telephone and email.
· Maintain accurate client records and databases.
· Assist with client onboarding and gathering required documentation.
· Prepare contracts, service agreements and client documentation.
· Issue certificates, memberships and client communications.
Keep operations running smoothly
· Raise purchase orders for audits, risk assessments, policy reviews and other client work.
· Process consultant expense claims and maintain accurate financial records.
· Check consultant invoices against approved purchase orders.
· Support client billing by preparing information for invoicing.
· Monitor contract renewals and maintain audit logs.
· Produce management reports and maintain compliance trackers.
Maintain accurate documentation
· Manage SharePoint and document filing systems.
· Support the operational teams and auditors with day-to-day administrative tasks.
· Create and proofread reports, correspondence and client documentation.
· Maintain consultant compliance records, qualifications, insurance documentation and ID cards.
About You
You'll be organised, proactive and comfortable juggling multiple priorities in a busy, client-focused environment.
To succeed in this role, you’ll need strong organisational skills, excellent attention to detail, confident communication by phone and email, and the ability to manage several tasks at once without losing accuracy.
You'll ideally have experience in:
· Administration, client services or operations coordination.
· Scheduling consultants, contractors or other field-based staff.
· Purchase orders, invoicing, expense processing or contract administration.
· Microsoft Office, particularly Outlook, Word and Excel.
Experience within compliance, environmental health, health & safety, consultancy, professional services or quality management would be advantageous, but is not essential.
Most importantly, you're someone who enjoys bringing structure to busy operations, has exceptional attention to detail and takes pride in delivering excellent customer service.
What We Offer
· Competitive salary.
· 25 days annual leave plus bank holidays (pro rata).
· Your birthday off.
· Company pension.
· Free on-site parking.
· On-site gym.
· Ongoing training and development.
· Career progression opportunities.
· A supportive and collaborative working environment.
Working pattern
20 hours per week, office based at our Edinburgh South Gyle office. Exact working days and hours can be discussed with the successful candidate.
Apply Now
If you're looking for a varied role where you'll play an important part in delivering exceptional service to our clients and supporting a growing consultancy, we'd love to hear from you.
Applications will be reviewed as they are received, so early applications are encouraged.
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site gym
- On-site parking
- Sick pay
Work Location: In person
