IT CO-ORDINATOR & OFFICE ASSISTANT, OPERATIONS, LONDON
Reporting to the Head of HR and working closely with our IT lead, this position supports our team with a combination of IT and administrative responsibilities. 70% of the role focuses on IT Coordination and 30% on office administration. Key activities include coordinating IT system and process, managing data for all staff and overseeing office management for the London office. This is a full-time, office-based, with the opportunity to work from home one day per week (Friday).
Background
E3G is an independent climate change think tank. We are world-leading strategists on the political economy of climate change, dedicated to achieving a safe climate for all.
We work on the frontier of the climate politics landscape, tackling the barriers and advancing the solutions to a safe climate. Our goal is to translate climate politics, economics and policies into action.
E3G is ranked as one of the top ten most influential environmental think tanks in the world by the University of Pennsylvania’s Global Go-To Think Tank Index.
E3G has offices in the UK, Brussels, Berlin, Washington and Ireland.
Role Purpose
This is a dual-function role supporting our organisation's technology infrastructure and office operations. You will ensure our team has the IT systems, equipment, and office environment needed to deliver our mission effectively. This role requires someone who can balance technical problem-solving with practical office management, providing excellent service to colleagues while maintaining efficient operations. This role provides an exciting opportunity to an individual who is a team-player but also capable of making independent decisions in a timely manner.
Key Responsibilities
IT Support (70%)
Technical Support & Troubleshooting
- Provide first and second-line IT support to all staff, both remotely and in-person
- Diagnose and resolve hardware, software, and network issues.
- Manage IT ‘helpdesk’ and resolve requests through E3G’s central ICT mailbox.
- Support staff with user account administration by setting up user accounts on Microsoft 365, other productivity tools such as Teams.
Systems Administration
- Administer user accounts, permissions, and access controls.
- Oversee cloud storage solutions (SharePoint).
- Coordinate with external IT providers and manage service contracts systems admin for several internal workplace tools and systems associated with smooth running of the office operations (i.e. Microsoft 365, Skedda, Valentine App, SharePoint intranet and Travel Perk).
- Contribute to the organisation's IT transformation project.
Infrastructure & Equipment Management
- Manage IT asset inventory (laptops, monitors, phones, tablets).
- Set up and configure new equipment for staff.
Cybersecurity & Compliance
- Manage software licensing and ensure compliance.
- Maintain documentation of IT policies and procedures.
Office Management (30%)
Facilities & Office Operations
- Oversee day-to-day office operations of the London Office and maintain a professional workspace, including supporting colleagues and onsite guests; monitoring, ordering & stocking supplies; and courier/mail management.
- Establish a collaborative and productive partnership with the Landlord’s agents and Property Management teams to ensure prompt resolution of issues. Arrange maintenance and repairs as needed.
- Ensure health and safety compliance in office spaces.
- Maintain and update H&S records, facilitate team training and liaise with third party vendors for implementing fire and first-aid training.
- Serve as a Support Onboarding- Provide office tours to new starters and issue IT equipment, laptops and phones.
- Support Offboarding- Collect IT equipment back when someone leaves and reconfigure for a new user.
Administrative Support
- Manage office equipment (printers, kitchen appliances, furniture).
- Act as the first point of contact for office visitors and deliveries.
- Support event setup for staff meeting.
Vendor & Contract Management
- Manage relationships with office suppliers and service providers.
- Review and negotiate contracts for office services.
- Process invoices and track office budget expenditure.
Asset Management:
- Manage phone contracts with O2, maintain user lists and monitor spend. Mobile phones set up and administration.
- Systems administration, contract oversight and subscriptions renewal.
Experience and Skills
Technical Skills
- Proven experience in ITC support or helpdesk roles.
- Proficient in Microsoft 365 (including SharePoint, Teams and Microsoft Office suite).
- Understanding of basic networking concepts.
- Knowledge of cloud-based systems and applications.
- Familiarity with backup and security practices.
Experience
- Excellent customer service orientation and patience.
- Can explain complex technical concepts in plain, everyday language.
- Strong organisational skills and attention to detail.
- Ability to prioritise, manage multiple tasks as well as be flexible.
- Proactive approach to troubleshooting and problem-solving abilities.
- Excellent written and verbal communication skills.
- Able to build relationships and confident to work in a team and independently.
- Use judgement to make sound and timely decisions.
What we offer
- Permanent, full-time position.
- Office Based - remote working 1 day a week (Friday).
- Additional pension contribution equivalent to 7.5% of gross annual salary.
- 25 vacation days + additional leave between Christmas and New Year.
- Cycle to work scheme.
- E3G offers a reward and benefits package which compares well with other organisations within our sector. The indicative gross monthly salary range for this position in London is £32,245 to £36,000, FTE, dependent on experience and qualifications of the chosen candidate.
- Yearly process for remuneration review.
E3G is unable to provide relocation assistance to candidates who would need to change locations in order to take up this position. E3G will require candidates to demonstrate that they have the right to live and work in the UK.
How to apply
Please submit your application in English.
Please include:
- A CV of maximum two pages.
- A cover letter of maximum one page outlining why you are applying for this role and when you would be able to start work.
The deadline for applications is Sunday 3rd November at Midnight.
Whilst we very much appreciate the time you will have taken with your application, unfortunately due to the level of response we receive we will not be able to reply to every candidate. Therefore, if you have not heard from us within 2 weeks of the closing date, please assume that on this occasion you have been unsuccessful.
E3G values diversity and welcomes applications from all suitably qualified candidates regardless of age, gender, race, disability, sexual orientation, religion or ethnic background. We aim to build an inclusive workforce that is reflective of the populations we support and actively seek applications from those who are marginalized and underrepresented. We are committed to providing reasonable accommodations to applicants with disabilities.