Careers

ITOPF has responded to more than 800 incidents involving oil or chemical spills worldwide. Our highly skilled international team are ready to assist 24 hours a day, 365 days a year to provide impartial technical advice.

We operate on a not-for-profit basis and provide a wide range of technical services to promote effective response in the marine environment to back up our core role of responding to ship-sourced spills. Our five key services are spill response, claims analysis & damage assessment, contingency planning, training & education and information.

We are currently hiring for the following postion: 

Office Administration and Travel - Team Coordinator

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Team Coordinator - Office Administration & Travel Team

We are seeking a highly organised, people-oriented Team Coordinator with strong software skills to join as the fifth member of ITOPF’s Office, Administration and Travel Team in London

The Office, Administration and Travel Team supports the company across all business functions, and you will enjoy flexing to meet fresh challenges and varied work determined by business needs. This includes creating a positive visitor and flawless hospitality experience; developing exceptional workspace and facilities management; arranging proactive office health and safety checks; engaging in efficient travel management; organising memorable external events; and providing creative and innovative project and administrative support.

The department has a strong teamwork ethic, rooted in respect and diligence. These core values drive the team to achieve joint departmental goals. Therefore, this role is suited to you if you are hardworking and thrive working in a collaborative environment with an open and shared workload culture.

Department members jointly own department responsibilities and you will shift seamlessly from shared daily routine tasks to areas in which you’ll specialise and lead.

This role will lead on administrative support to the company, as well as execution of external facing events for our stakeholders. This role requires creativity, problem solving and proficient software skills. As well as strong organisation/ planning and communication skills to run events.

Key skills and experience:

• Experience in secretarial, office management and/or administrative environment (such as front of house/facilities management, office administration, travel coordination, event planning and delivery, health and safety)
• Strong computer/software proficiency (including Microsoft Office, Adobe Illustrator/Photoshop, CRM and ability to learn new software)
• Exceptional communication and interpersonal skills
• Creative and proactive problem solving and innovation
• Strong organisational and multitasking ability

If you were at ITOPF in the last month you would have:

• Meeting & Administrative Support - Attended weekly companywide meetings taking detailed minutes, tracked office visitor logs, and ensured meeting rooms were properly set up with hospitality excellence, cross-referenced travel invoices with Finance Team records to resolve discrepancies and ensure accurate record-keeping alignment
• Travel & Safety Compliance - Conducted country safety checks, travel risk assessments, and created internal emergency evacuation training videos to support H&S procedures
• Document & Report Management - Formatted an executive large report following company branding guidelines, created new diagrams and illustrations using Adobe software, and resolved Excel formula glitches while creating data visualisation charts
• Facilities & Office Management - Managed daily office readiness including stationery inventory, contractor coordination for building repairs, conducted hourly visual sweeps to maintain workspace presentation standards, a supermarket run to ensure kitchen is stocked for the week including our coffee machine
• Project Support & Innovation - Provided administrative project support across teams, developed new training course materials, and volunteered as a software champion to test and review the developing CRM application

 

Other information:

This is a full-time, on-site role in our London office (Liverpool Street), with flexibility to work from home one day a week.

We offer a starting salary of £35,000, with a strong benefits package which includes, 25 days annual leave which increases with length of service, non-contributory pension scheme, private medical insurance, life assurance, training and development, team social events and many more.

 

Applications:

To apply, please email your CV and covering letter explaining your reasons for applying for this role and detailing how your experience is relevant to the requirements of the role to ITOPF’s People & Culture team at: recruitment@itopf.org

Closing date: 12pm Wednesday 30 July

Interviews to take place week commencing 4 August (round 1) and 11 August (round 2) in person at our office, with an ideal start date in September. If you are not available on these dates but interested in the role, please do submit your application and discuss with our People and Culture team.

If you’d like to find out what joining ITOPF was like for some of our most recent recruits, please click here: www.itopf.org/contact/careers/.

 

Relevant documents:

• Job Description
• Privacy Statement

Privacy statement for applicants

We have a great team of skilled and qualified individuals working across a number of specialisms, they work hard on our mission to promote effective response in the marine environment, and they are supported to do that with training and development, a strong benefits package and a positive working environment, supported by our policies and practices, including different ways to work flexibly, enhanced family leave policies and by working with the team to ensure a dignified, respectful and supportive working environment where colleagues feel valued and are protected from any kind of harassment.

Find out what joining ITOPF was like for some of our most recent recruits, please click here https://www.itopf.org/contact/careers/meet-some-of-the-team/ or below:

ITOPF holds a sponsor licence (issued by the UK Government) and can issue sponsorship certificates for candidates applying for UK work permits.