Administrator

Job Title: Office AdministratorLocation

Manchester (Office-based)

-25,000 per annum

We are seeking an organised and proactive Office Administrator to support our operations team. The role involves managing day-to-day administrative duties, coordinating engineer schedules, and ensuring smooth office operations. This is a full-time, office-based position offering the opportunity to work within a busy and supportive environment.

• Front-of-House & Communication

  • Answer and route telephone calls, emails, and online inquiries with professionalism and efficiency.

  • Act as the first point of contact for clients and service providers.

• Scheduling & Coordination

  • Book and manage field engineers'' schedules in coordination with operations teams.

  • Organise internal meetings, external appointments, and site visits.

• Documentation & Compliance

  • Prepare, manage, and archive quotes, contracts, certificates, and compliance documents.

  • Assist in generating customer-facing documentation and ensuring all relevant compliance paperwork is up-to-date.

• Office Administration

  • Maintain office supplies, equipment, and vendor relationships.

  • Provide general clerical support: filing, data entry, mail handling, and records management.

• Support to Leadership

  • Assist finance or leadership teams with basic invoicing, timesheets, and tracking service jobs.

  • Provide ad-hoc reports and support for business development initiatives.

• Proven experience in an administrative or customer-facing role, ideally within HVAC, facilities maintenance, plumbing, or related industries.

• Excellent organisational and multitasking abilities.

• Proficient in MS Office suite (Word, Excel, Outlook).

• Strong communication and interpersonal skills.

• Ability to work in a customer-centric environment and adapt quickly to changing priorities.

• Understanding or background in the HVAC, FM, plumbing, or energy sectors.

• Familiarity with service scheduling systems or CRM platforms.

• Experience handling compliance documentation (e.g., Gas Safe, MCS, Napit).

• Detail-oriented, proactive, and solutions-focused.

• Comfortable working both independently and collaboratively.

• Positive attitude and professional presence with stakeholders at all levels.