Reception & Office Coordinator

Energy Institute; Greater London; On-site; GBP 26,000 - 32,000; Part time

Benefits offered by this job

20 days leave + bank holidays

Cycle to Work Scheme

Training & development opportunities

Regular company and team events

Job summary

The Energy Institute in Central London is seeking a proactive Reception & Office Coordinator to manage day-to-day office operations, reception duties, visitor coordination, meeting room management, and administrative support.

This 12-month fixed-term contract is 28 hours per week, Monday to Thursday, 10am–6pm, with opportunities to contribute to health and safety activities, events, and facilities management while delivering excellent service.

Qualifications

• Experience in reception, office administration and customer-facing environments.
• Strong communication and professional interpersonal skills.
• Proficient with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint).
• Attention to detail, ability to multi-task and prioritise.

Responsibilities

• Answer calls and direct them via the switchboard, greet visitors and manage inquiries.
• Coordinate meeting rooms, room setup and catering for events and meetings.
• Handle post, deliveries, supplier invoices and basic finance admin tasks.
• Maintain office supplies, health and safety records and confidentiality.
• Support office moves, scheduling and calendar management for teams.
• Assist with wider facilities activities and internal meetings as needed.

Skills

Customer service

Reception & admin

Communication

Organisation

Microsoft 365

Switchboard experience

Tools

Outlook

Word

Excel

PowerPoint

Job description

Job Title: Reception & Office Coordinator

Department: Facilities

Location: Central London (100% office base)

Duration: 12 Month Fixed Term Contract – ability to start work immediately

Working Hours: 28 hours per week,Monday to Thursday - 10am to 6pm

Who we’re looking for:

We are looking for a professional, organised, and proactive individual to support the smooth day-to-day running of the office. The role involves managing reception services, handling calls and enquiries, coordinating visitors, meeting rooms, post, supplies, and catering, while providing administrative and finance support across the organisation. The successful candidate will also assist with meetings, events, facilities management, health and safety activities, and general office operations, demonstrating excellent communication skills, attention to detail, flexibility, and a hands‑on approach.

Who we are:

The EI is the chartered professional membership body for people who work across the world of energy. Our purpose is creating a better energy future for our members and society by accelerating a just global energy transition to net zero. We do this by attracting, developing and equipping the diverse future energy workforce; informing energy decision‑making through convening expertise and advice; and enabling industry and consumers to make energy lower carbon, safer and more efficient.

At the EI we endeavour to find talent that will live and breathe our values. Our employees, and our extensive network of volunteers, pursue their work in line with a set of values reflecting the culture of the organisation: we are inclusive by treating each other with care and respect; we build trust through open and professional collaboration; and we are passionate about making a difference.

A registered charity, incorporated by Royal Charter in 2003 but with a heritage dating back more than a century, the EI is licensed to offer professional registration as Chartered Energy Engineer, Chartered Environmentalist and, uniquely, Chartered Energy Manager status. It is also home to a range of collaborative initiatives, including the G+ Global Offshore Wind Health and Safety Organisation, SafetyOn and POWERful Women. We host the annual International Energy Week, International Energy Awards, publish the annual Statistical Review of World Energy, the Energy Barometer, weekly New Energy World Magazine, and provide the Toolbox web app helping the energy workforce learn lessons from incidents and get home safe.

What you’ll do:

Reception and Office Coordination

• Taking and directing calls through our switchboard (8x8)
• Acting as the first point of contact for visitors, members, contractors and general enquiries.
• Maintaining a welcoming, organised office environment.
• Managing visitor arrivals, deliveries, post and courier services
• Coordinating office supplies, catering and other day‑to‑day office requirements.
• Supporting meeting room bookings and room preparation for meetings and events.
• Managing shared inboxes, including information and complaints enquiries, ensuring timely responses or allocation.
• Maintaining front door security and reporting any suspicious activity to the Facilities Manager

Administrative and Finance Support

• Processing invoices, purchase orders, and related financial documentation in accordance with company procedures.
• Providing finance administration support to the Finance team and support wider finance administration requirements.
• Provide administration support to Director, managing Calendars and expenses when required
• Opening, sorting and scanning mail. Sending mail out on behalf of departments
• Supporting onboarding administration and other organisational processes where required.
• Scheduling courier and travel arrangements

Wider Organisational Support

• Providing flexible administrative support across teams.
• Supporting internal meetings, events, and organisational initiatives.
• Maintaining confidentiality when handling sensitive business and employee information.
• Undertaking other reasonable duties appropriate to the role.

Meeting Room Management

• Maintain Meeting room standards and presentation of rooms.
• Resetting & restocking all meeting rooms
• Promoting our meeting rooms externally to generate income
• Arranging catering for meetings

Facilities Management & Health & Safety

• Covering the Facilities Management Team duties in times of absence
• Required to work outside normal working hours and extra days from time to time.
• Assist with office moves and room set ups, help with manual handling tasks.
• Updating Energy Data spreadsheet ahead of yearly Net‑Zero target meeting
• Checking facilities orders on arrival and supporting the movement of deliveries around the building (some manual handling)

Experience:

Knowledge, Experience and Qualifications

• Strong customer service, interpersonal and communication skills, with a professional and welcoming approach.
• Experience in reception, office administration and customer‑facing environments.
• Experience processing invoices, purchase orders and other financial administration tasks.
• Proficient in Microsoft 365 applications, including Outlook, Word, Excel and PowerPoint, with the ability to learn new systems quickly.
• Experience managing shared inboxes, coordinating meetings, events and office activities.
• Strong organisational skills, attention to detail, and the ability to manage multiple priorities effectively.
• Ability to work independently, use initiative and exercise sound judgement while remaining an effective team member.
• Ability to build positive relationships and communicate confidently with a wide range of internal and external stakeholders.
• Calm, flexible and adaptable, with the ability to work under pressure in a fast‑paced environment.
• Experience using switchboard and office management systems.
• Reliable, proactive and committed to maintaining confidentiality when handling sensitive information.
• Experience providing administrative support to senior managers or directors.
• Experience within a facilities, membership, charity or professional services environment.
• Knowledge of health and safety, facilities coordination or meeting room management.
• Experience supporting office moves, events or organisational projects
• 20 days annual leave plus bank holidays
• Additional leave during our Christmas office closure
• Ongoing training and professional development opportunities
• Cycle to Work Scheme
• Regular company and team social events
• A friendly, supportive and collaborative working environment