Job Specifications
Background on SolarPower Europe
SolarPower Europe is a member-led association representing the European solar sector. SolarPower Europe’s aim is to ensure that more energy is generated by solar than any other energy source by 2023 and lead our members to make solar the core of a smart, sustainable and inclusive energy system. We are an award-winning association and have over 300 members spanning 35 countries. We aim to produce thought-leading energy market analysis and support the business of our members through creative and successful advocacy campaigns. SolarPower Europe believes innovative solutions arise from diverse teams that receive input from a range of experiences and perspectives. We are multicultural, representing more than 20 nationalities and 21 languages.
Join our team as an Office & Workplace Coordinator
We are looking for a highly organised, proactive, and service-minded Office & Workplace Coordinator to ensure the smooth daily functioning of our office and support cross-departmental projects. This role combines hands-on office coordination with administrative HR and IT support, as well as involvement in multi-disciplinary internal projects.
The ideal candidate enjoys bringing structure, supporting colleagues, improving processes, and ensuring our workplace is a welcoming, efficient, and well-managed environment.
Job responsibilities
Reporting to the Head of Finance and Administration, and in strong partnership with our HR Business Partner, your job responsibilities will include:
1. Office Coordination & Events
In close collaboration with the Finance & Administration team and the Events team, you will be responsible for ensuring the office remains a healthy, supportive, and well-organised working environment:
Office & Facilities Management
- Act as the main point of contact for all office-related matters.
- Ensure that common areas (kitchen, lobby, meeting rooms) are tidy, stocked, and welcoming.
- Manage the ordering of office supplies and consumables.
- Oversee the maintenance of office equipment (e.g. coffee machines, copiers), liaising with vendors and IT when required.
- Manage reception duties: welcoming visitors, receiving deliveries, ensuring access control procedures.
- Monitor and coordinate cleaning services and general upkeep.
Meeting & Event Support
- Coordinate meetings in the SolarPower Europe offices, including logistics, IT setup, catering, and room preparation, in cooperation with the Events team where necessary.
- Support the organisation of team events, celebrations, and ad-hoc gatherings.
- Support hybrid meeting setup (all-hands, remote connections, equipment preparedness).
- Build and maintain relationships with catering and event suppliers.
2. HR & IT Administrative Support
You will support transversal internal processes related to HR and IT, working closely with the relevant teams:
HR Administration & Coordination
- Coordinate learning and training activities, including planning and scheduling
- Support onboarding and off-boarding processes (Coordination of IT ticketing - accounts, equipment, access rights - and preparation of welcome materials).
- Support recruitment activities by publishing job vacancies on relevant platforms and supporting coordination with hiring stakeholders.
- Assist with internal communications on selected HR or office-related topics.
IT Coordination & First-Line Support
- Provide basic first-line IT support to colleagues (account access, simple troubleshooting, app setup).
- Coordinate with external IT support or vendors for more complex issues.
- Support the roll-out of new IT tools and applications (testing, communicating, training support).
- Monitor IT equipment inventory and coordinate renewals.
3. Transversal Project Coordination
- Beyond day-to-day operations, this role includes supporting internal improvement initiatives:
- Supporting the rollout of new collaboration tools or internal processes.
- Improving office and workflow efficiency.
- Contributing to sustainability or well-being initiatives.
- Supporting cross-departmental projects requiring structured coordination.
Profile
The ideal candidate has the following professional profile:
Essential
- Highly organised, structured, and reliable.
- Excellent interpersonal and communication skills.
- Proactive, service-minded, and solution-oriented.
- Comfortable handling multiple tasks and shifting priorities.
- Strong sense of ownership and autonomy.
- Proficiency with Microsoft 365 tools.
- Ability to provide basic IT troubleshooting support.
- Fluency in English.
Desirable
- Experience in office management, hospitality, project coordination, IT support, or HR administration.
- Experience in event coordination.
- Interest in workplace processes and continuous improvement.
Why join us?
- Be part of a forward-thinking team improv