Office Manager & Personal Assistant

Job Description ABOUT QUEST CORPORATE LIMITEDQuest Corporate Ltd. (Quest) is a leading Corporate Finance & Advisory boutique firm based in Edinburgh. With a track record of advising on over 2.0bn worth of transactions, our team brings decades of hands-on, multi-sector expertise to every deal. Quest differentiates itself through a unique, results-focused approach balancing sharp market intelligence with a genuine understanding of client specific needs. Quest is a lean, expert team where work directly impacts deals and drives real outcomes for clients.PURPOSE OF THE ROLEWe are seeking an experienced Office Manager & PA to ensure the smooth operation of all Administration, Office & Facilities Management, IT & Communications, Marketing Administration, PA & Travel arrangements within the business. The successful candidate will be a highly organised, proactive, and resourceful professional who thrives in a fast-paced corporate finance environment.Roles include and are not limited to the following:KEY RESPONSIBILITIES1. Office Management & Facilities Management Ensure all areas of the building, both inside and out, are maintained in good condition and react to any emergency situations accordingly. Coordinate the work of contractors for office maintenance and enhancements as and when required. Interface with the local landlords agent on all property-related matters. Negotiate all utilities contracts (gas, electricity, water) to secure the best terms for the business. Ensure all safety certificates, PAT testing, smoke alarms, fire extinguishers, and related compliance items are up to date. Negotiate the best insurance policies for the building, Directors, Employee, and Employer liability. Ensure all monthly supplier invoices are received, logged, and passed on to the accountant in a timely manner. Create month-end breakdown of costs and invoices for each tenant and ensure the correct proportion of bills are recharged accordingly. Arrange leases for new tenants as and when required, follow up on any renewal or expiry dates and liaise with lawyers where appropriate. Assist new tenants with all building procedures and onboarding. Ensure rent invoices are created and sent in a timely manner as per the Lease Agreement. Liaise with tenants to resolve any potential issues with their occupied space. Act as the first point of contact for visitors ensuring each meeting room space is clean, clutter-free and is well stocked. Ensure the meeting room booking system is working correctly add and remove users as required. Ensure reception and client-facing areas are maintained in a clean, tidy, and safe condition at all times. Oversee day-to-day operations to ensure the office runs smoothly, taking care of office condition, supplies, and equipment. Take inventory of office supplies and order replacements as needed.2. Administration and Marketing Management Act as Company Administrator for all online systems, including DocuSign, Dropbox, Adobe, LinkedIn and other platforms used by the business. Negotiate and maintain all office contracts for equipment, IT, mobiles, telephones and related services. Liaise with external IT support providers to ensure all areas of the IT network are protected and working efficiently. Update and maintain internal systems, databases and spreadsheets. Assist with new client onboarding to ensure KYC procedures are followed and all correct documentation is received, filed and signed off by the Directors. Assist with the production of marketing presentations using established company styles and templates. Assist with the development of Quest marketing content and posting such content on various professional media outlets. Maintain and update the Quest company website. Arrange internal and external meetings, including room bookings, catering and any required AV setup. Deal with various phone and email enquiries, routing them to the correct person promptly.Work closely with the Company accountant on financial administration matters.3. PA & Travel Arrangements Provide comprehensive PA, administrative and IT support to the Directors and staff across the business. Arrange all required travel and accommodation for staff, including flights, hotels, transfers and detailed itineraries. Assist and support the whole team in daily business operations, including general administrative support. Assist the team with ad-hoc tasks and projects as needed.PERSON SPECIFICATION Basic Requirements Educated to upper grade level standard, or with equivalent of 5 years office management and PA experience.At least 2 years experience within a similar administration, PA, or office management role.Excellent organisational skills with the ability to manage multiple priorities simultaneously.Confident with IT and proficient in Microsoft Office (Outlook, Word, PowerPoint, Excel).Excellent PA skills with demonstrated discretion and professionalism.Effective time management skills with the ability to multi-task and follow up on multiple projects, working independently to complete agreed tasks.Excellent verbal and written communication skills.Strict attention to detail, including the ability to maintain a high level of accuracy in preparing and reviewing information. Experience of working with third-party suppliers and contractors.Desirable Previous experience within a corporate finance, consultancy, financial services, or professional advisory environment.Familiarity with CRM platforms, DocuSign, Dropbox, Adobe, and marketing tools.Experience managing social media accounts and website content management systems.Experience coordinating corporate events and client hospitality.Knowledge of KYC and client onboarding procedures and related systems.Experience with tenant and lease management protocol.PACKAGESalary negotiable, commensurate with experience.25 days holiday per year.Private health cover.Company pension scheme.Start date: beginning of June 2026.Please note that this job is an office based role.HOW TO APPLYInterested candidates are invited to submit a current CV together with a covering letter outlining their suitability for the role to Joanna [email protected] must have the right to work in the UK. Unfortunately, we are unable to offer visa sponsorship for this role.

Created: 2026-03-20