Established in 2016, Award Refrigeration and Air Conditioning Limited provide a nationwide service for the repair, maintenance and installation of commercial refrigeration and air conditioning. We are an equal opportunities employer
We are seeking an organised, proactive, and detail-oriented Office Administrator to join our growing team. This varied role will support the day-to-day operations of our Service Department while also providing administrative assistance across maintenance coordination, HR, compliance, and business management functions.
The successful candidate will be responsible for coordinating service and maintenance administration, maintaining company policies and compliance records, supporting HR processes, and ensuring the smooth running of office operations.
Key Responsibilities
Service Department Administration
· Providing comprehensive administrative support to the Service Department.
· Scheduling and coordinating service visits, maintenance appointments, and engineer workloads.
· Processing service reports, job sheets, and customer documentation.
· Raising purchase orders, invoices, and service-related paperwork.
· Handling incoming calls, emails, and customer enquiries professionally and efficiently.
· Maintaining accurate records using company databases and management systems.
· Liaising with customers, suppliers, and internal departments to ensure timely completion of service activities.
· Monitoring outstanding jobs and ensuring all service documentation is completed and filed correctly.
Maintenance Administration
· Maintaining planned maintenance schedules and service calendars.
· Coordinating maintenance appointments and contractor visits.
· Tracking completed maintenance works and updating internal records.
· Maintaining asset registers, equipment records, and maintenance logs.
· Monitoring servicing, inspection, testing, and certification dates for company equipment and assets.
· Raising and processing maintenance-related purchase orders and invoices.
· Liaising with suppliers, contractors, landlords, and service providers regarding maintenance requirements.
· Ensuring maintenance documentation is accurately recorded and readily available for audit purposes.
· Assisting with fleet administration, including maintaining records for vehicle servicing, MOTs, inspections, and repairs.
HR Administration
· Assisting with recruitment activities, including advertising vacancies, arranging interviews, and onboarding new employees.
· Assist with maintaining employee records and personnel files.
· Supporting induction processes for new starters.
· Assist in monitoring training requirements and maintaining training records.
· Assisting with holiday, absence, and attendance administration.
· Supporting managers with HR documentation and employee communications.
· Ensuring HR records remain accurate, confidential, and GDPR compliant.
Compliance & Policy Management
· Assist with maintaining company compliance documentation and records.
· Assisting with the preparation, review, and updating of company policies, procedures, and operational documentation.
· Supporting compliance with health & safety legislation, industry regulations, and company standards.
· Managing document control processes and ensuring all documentation remains current.
· Coordinating compliance audits and maintaining audit records.
· Tracking certification renewals, training compliance, insurance records, and accreditation requirements.
· Supporting the preparation and maintenance of risk assessments, method statements, and other compliance documentation.
· Ensuring company records and procedures meet legal and regulatory requirements.
General Office Administration
· Preparing reports, spreadsheets, and management information as required.
· Managing office supplies and general office facilities.
· Supporting company meetings, audits, and training activities.
· Maintaining electronic and paper filing systems.
· Providing administrative support to senior management as required.
· Assisting with continuous improvement initiatives and administrative process development.
Skills & Experience Required
· Previous experience in an administrative role within a service, maintenance, engineering, facilities management, or similar environment.
· Experience coordinating service or maintenance administration activities.
· Experience supporting HR administration and compliance functions.
· Strong organisational and time-management skills.
· Excellent written communication skills with the ability to draft and update policies, procedures, and business documentation.
· High attention to detail and accuracy.
· Strong working knowledge of Microsoft Office, including Word, Excel, Outlook, and Teams.
· Experience with document control, compliance administration, or quality management systems would be advantageous.
· Ability to manage multiple priorities and work independently.
· Professional, confidential, and proactive approach.
What We Offer
· Competitive salary.
· Company pension scheme.
· Ongoing training and professional development opportunities.
· Friendly and supportive working environment.
· Opportunity to develop skills across service administration, HR, compliance, and business support functions.
· Career progression within a growing and successful business.
If you are an experienced administrator looking for a varied role that combines service administration, maintenance coordination, HR support, and compliance management, we would love to hear from you.
To apply, please submit your CV and a covering letter outlining your relevant experience.
Job Types: Full-time, Permanent
Pay: Up to £32,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- On-site parking
Work Location: In person
Job Types: Full-time, Permanent
Pay: Up to £32,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
Work Location: In person
