Job Title
Air Conditioning (AC) Department Administrator
Reports To
AC project manager
Job Purpose
To provide administrative support to the Air Conditioning Department, ensuring the efficient coordination of service, maintenance, installation, and repair activities. The role involves scheduling engineers, managing customer communications, maintaining accurate records, processing documentation, and supporting the department's operational and compliance requirements.
Key Responsibilities
Administration & Coordination
- Provide day-to-day administrative support to the AC Department.
- Schedule and coordinate service, maintenance, and installation appointments.
- Allocate work to engineers and subcontractors.
- Maintain accurate job records, service reports, and customer information including reports.
- Process incoming work requests and create work orders.
- Monitor job progress and update customers on status and completion dates.
Customer Service
- Act as the point of contact for customer enquiries.
- Respond to telephone calls, emails, and service requests professionally and in coordination with the project manager.
- Liaise with customers regarding appointments, quotations, and service updates.
- Resolve routine customer queries and escalate issues when necessary to the project manager
Documentation & Compliance
- Prepare and issue service reports, quotations and purchase orders
- Maintain records of F-Gas certification, engineer qualifications, and compliance documentation and further training required with compliance department.
- Ensure all paperwork is completed accurately and filed electronically.
- Support audits and compliance requirements relating to HVAC operations.
Financial Administration
- Raise purchase orders and process supplier invoices with accounts/finance.
- Assist with customer invoicing with accounts.
Planning & Reporting
- Track service contract renewals and maintenance schedules.
- Monitor engineer utilisation and service performance metrics.
- Assist managers with planning workloads and resource allocation.
Person Specification
Essential Skills & Experience
- Previous experience in an administrative, coordinator, or office support role.
- Excellent organisational and time-management skills.
- Strong communication skills, both written and verbal.
- Competent in Microsoft Office applications, particularly Outlook, Excel, and Word.
- Ability to prioritise workloads and work under pressure.
- High level of attention to detail and accuracy.
Desirable Skills & Experience
- Experience within HVAC, air conditioning, facilities management, building services, or engineering sectors.
- Knowledge of service scheduling software or CAFM systems.
Key Competencies
- Customer focus
- Organisation and planning
- Teamwork and collaboration
- Problem solving
- Attention to detail
- Adaptability and flexibility
- Professional communication
Working Hours
40 hours per week, Monday to Friday (08.00 – 17.00), with occasional flexibility required to support operational demands.
Pay: £24,500.00-£28,000.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
