Thermal Care Scotland is a growing HVAC and renewable energy company supporting domestic and commercial customers across Scotland and North East England.
We are looking for an organised, reliable and customer-focused Service and Office Administrator to join our team at our Bathgate office.
This is a full-time, office-based position supporting the day-to-day running of our service department. The role includes customer enquiries, engineer scheduling, Joblogic updates, purchasing, invoicing and general accounts administration.
Key responsibilities
- Answer customer calls and respond to email enquiries
- Log service requests, breakdowns and new jobs accurately
- Gather relevant information from customers and allocate jobs to the appropriate engineer
- Schedule engineer appointments and manage daily diaries
- Update jobs, appointments and customer information within Joblogic
- Monitor open jobs and follow customer requests through to completion
- Keep customers informed of appointment dates, progress and delays
- Update customer portals and upload relevant job information
- Liaise with engineers, suppliers, merchants and subcontractors
- Raise and issue purchase orders
- Order parts and materials for scheduled works
- Process supplier invoices and match them against purchase orders
- Support the preparation and collation of monthly customer invoicing
- Process company credit card transactions and receipts
- Assist with bank reconciliations and payment lists
- Liaise with the accounts team regarding month-end information
- Maintain accurate electronic records and filing systems
- Provide general administrative support to the wider business
Essential skills and experience
- Previous experience in an administrative or office-based role
- Strong customer service and communication skills
- Confident communicating by telephone and email
- Good working knowledge of Microsoft Word, Excel and Outlook
- Strong organisation and time-management skills
- Ability to manage a busy and varied workload
- Ability to prioritise tasks and meet deadlines
- High level of accuracy and attention to detail
- Ability to work independently and as part of a team
- Professional and reliable approach to work
Preferred experience
- Experience working within an HVAC, engineering, construction or facilities management company
- Experience scheduling engineers or field-based staff
- Experience using Joblogic or another field-service management system
- Experience using Xero
- Experience processing invoices, purchase orders and receipts
- Experience working with customer or contractor portals
- Experience supporting month-end accounts administration
Previous experience with Joblogic or Xero would be beneficial, but training can be provided.
What we offer
- Salary of £27,500–£30,000 per year, depending on experience
- Full-time, permanent employment
- Company pension
- On-site parking
- Private medical insurance, subject to company terms
- Training and development
- Opportunity to join a growing HVAC and renewables company
- Supportive office and engineering team
Working hours
- Monday to Friday
- 8:00am to 4:00pm
- Full-time, office-based position
Application
Please apply with an up-to-date CV outlining your administrative, customer service, scheduling and accounts experience.
Job type: Full-time, Permanent
Pay: £27,500–£30,000 per year
Benefits:
- Company pension
- On-site parking
- Private medical insurance
Schedule:
- Monday to Friday
- 8:00am to 4:00pm
Experience:
- Office administration: 1 year preferred
- Customer service: 1 year preferred
- Scheduling or service coordination: 1 year preferred
- Accounts administration: 1 year preferred
Work location: In person at our Bathgate office
Pay: £27,500.00-£30,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Private medical insurance
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative: 1 year (preferred)
- micosoft 365: 1 year (preferred)
Work authorisation:
- United Kingdom (preferred)
Work Location: In person
