Company description
Upvolt Energy Oxfordshire
We are a friendly, professional Solar Panel Installations Company - Installing Solar in Oxfordshire, Berkshire, Wiltshire and surrounding areas.
We enjoy what we do and love helping customers to live a greener life and to save money!
Job description
Ops coordinator (Solar Industry)
Hours: Monday–Friday, 9:00–17:00
Department: Operations
Reports to: General Manager
Location: Office-based (with potential for hybrid depending on company policy)
Role Purpose
The Operations Coordinator provides essential operational support to ensure the smooth running of the solar installation and service workflow. This role manages ordering, back-office administration, and customer communication, helping the business deliver an efficient, professional, and responsive service.
Key Responsibilities
1. Ordering & Procurement
- Raise purchase orders for solar panels, inverters, batteries, mounting systems, and other materials.
- Track deliveries, chase suppliers, and ensure stock arrives on time for scheduled installations.
- Maintain accurate records of supplier pricing, lead times, and product availability.
- Liaise with warehouse or installation teams to confirm stock levels and resolve discrepancies.
2. Back Office Administration
- Maintain accurate customer records, job files, and documentation in CRM or internal systems.
- Prepare and issue paperwork such as installation packs, warranties, and compliance documents.
- Support scheduling by coordinating with surveyors, installers, and subcontractors.
- Process invoices, receipts, and job completion documents as required.
- Assist with internal reporting, data entry, and general office organisation.
3. Customer Communication
Email Handling:
- Respond to customer enquiries regarding quotes, installation timelines, product information, and aftercare.
- Monitor shared inboxes and ensure all messages are answered within agreed timeframes.
- Escalate technical or complex queries to the appropriate team.
Telephone Support:
- Answer incoming calls professionally and direct them to the correct department.
- Provide updates on job progress, delivery dates, and service appointments.
- Log customer issues or complaints and ensure follow-up actions are completed.
Skills & Competencies
Essential
- Strong organisational and multitasking abilities.
- Excellent written and verbal communication.
- Confident telephone manner.
- High attention to detail and accuracy.
- Competent with Microsoft Office (Outlook, Excel, Word).
- Ability to learn CRM or job management systems quickly.
- Proactive approach to problem-solving.
- Recent role or 2 years of experience in administration.
Desirable
- Experience in the renewable energy or construction sector.
- Knowledge of solar products (panels, inverters, batteries).
- Familiarity with procurement or stock management processes.
Experience & Qualifications
- Previous administrative or office support experience required.
- Customer service experience (email and phone) preferred.
- Procurement or ordering experience beneficial but not essential.
- No specific qualifications required, though business admin training is a plus.
Personal Attributes
- Reliable, punctual, and consistent.
- Calm under pressure and able to prioritise effectively.
- Friendly, approachable, and team-oriented.
- Professional and customer-focused attitude.
Job Types: Full-time, Permanent
Pay: £26,000.00-£30,000.00 per year
Benefits:
- Casual dress
- Company pension
- On-site parking
Experience:
- Sales administration: 1 year (required)
- administration: 1 year (required)
Work Location: In person
