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Job description

Office Coordinator

Who we’re looking for:

We are looking for an office coordinator to join the Energy Institute to report to the Office Manager as part of our facilities team. This role will be 100% office based.

Who we are:

Here at the Energy Institute (EI) we endeavour to find talent that will live and breathe our values. We pride ourselves on our values and show this through ensuring that we are inclusive by treating each other with care and respect. Our goal is to continually build trust through open and professional collaboration within all areas of the EI throughout employee’s own teams and the business. At the centre of all that we do here at the EI we always strive to exude our desire of being passionate about making a differencenot only within our own organisation but within the energy sector as a whole.

We are a global, independent network of professionals spanning the world of energy, convening and facilitating debate, championing evidence and sharing fresh ideas.

Energy professionals of all ages, genders, backgrounds and disciplines look to us for the knowledge, skills and good practice they need to pursue impactful careers in this vital, fast-evolving field.

What you’ll do:

· Maintain meeting room bookings, reserving rooms and securing refreshments

· Meeting room set up, including the provision of catering and IT equipment

· Reception duties

· Maintaining office equipment like copiers and other machines for smooth office functionality

· Receiving visitors when they arrive and showing them the respective offices

· Conducting research and compiling data upon request

· Managing office supplies, including refreshments

· Assisting the Office Manager in creating and maintaining an energy efficient, environmentally friendly, low carbon office environment

· Secretariat to the Energy and Environment staff group, organise and ensure meetings are minuted

· Undertake Health and Safety assessments. Carry out routine fire alarm checks. Assist the Office Manager with updating general and fire risk assessments.

· Secretariat to the Health and Safety Committee, organise and ensure meetings are minuted

· Assist and support IT Manager when required

· Creating, editing and updating spreadsheets

· Scanning, photocopying and filing documents

· Opening, sorting, emailing and distributing mail

· Light accounting and filing duties

· Preparing documents such as invoices, email memos and using word or presentation software

· Support staff in completing the online risks assessments

· Office moves and room set up, help with manual handling tasks

· Checking facilities orders on arrival and supporting the movement of deliveries around the building (some manual handling)

· Covering team duties in times of absence

· Required to work outside normal working hours and extra days from time to time

Person specification:

· Experience in catering for meetings, setting room layouts and setting up AV

· Experience in reception duties including telephone, franking and incoming post and couriers

· Ability to work with contractors and suppliers and monitoring of service standards

· Experience of providing facilities and maintenance service

· Experience of delivering excellent customer care and service

· The ability to deal tactfully, calmly and effectively with a wide range of people from within and outside the organisation

· Excellent telephone manner and the ability to communicate effectively at all levels

· Passionate about saving energy, being environmentally friendly and reducing carbon emissions

· Strong organisational skills and good problem-solving skills

· Ability to work without direct supervision and determine own workload priorities

· Strong IT skills with competency in Microsoft Office, in particular Microsoft Outlook, PowerPoint, Excel and Word

· Good numeracy skills, ability to process invoices accurately and efficiently

· Good attendance record in previous employments

· Admin qualifications desirable

· Customer service qualifications desirable

Salary: £28,000 - £33,000per annum depending on experience, plus benefits

Benefits:

· Training and professional development opportunities

· Compressed working scheme – extended daily hours in return for every other Friday off

· All-company/team socials

· 25 days holiday plus bank holidays

· Cycle to Work Scheme

· Season Ticket Loan

· Great office culture

Job Types: Full-time, Permanent

Salary: £28,000.00-£33,000.00 per year

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Flexitime
• Life insurance

Schedule:

• 8 hour shift
• Flexitime
• Monday to Friday

Ability to commute/relocate:

• London: reliably commute or plan to relocate before starting work (required)

Work Location: One location