Operations Administrator
Location: London, United Kingdom
Employment Type: Full-Time
Industry: HVAC-R (Heating, Ventilation, Air Conditioning & Refrigeration)
About the Company
We are a well-established and growing wholesale business operating within the HVAC-R industry. As an official distributor for one of the world's leading HVAC-R manufacturers, we supply high-quality products and solutions to contractors, installers, engineers, and trade customers throughout the UK.
We are seeking an experienced Operations Administrator to support the day-to-day running of our business and help ensure efficient operational processes across sales, logistics, inventory, customer service, and supplier coordination.
Role Overview
The Operations Administrator will play a key role in supporting daily business operations and ensuring the smooth coordination of internal departments. The successful candidate will have a strong background in wholesale distribution, excellent organisational skills, and the ability to manage multiple priorities in a fast-paced environment.
This position is based in London and requires a proactive, detail-oriented individual who can work independently while supporting the wider team.
The Operations Administrator will report directly to the Business Development Manager and will work closely with sales, procurement, warehouse, and customer service teams to ensure operational excellence, support business growth objectives, and maintain high levels of customer satisfaction.
Key Responsibilities
- Manage and coordinate day-to-day operational activities across the business.
- Process sales orders, purchase orders, and customer enquiries accurately and efficiently.
- Liaise with suppliers, logistics providers, warehouses, and customers regarding deliveries, lead times, and stock availability.
- Monitor inventory levels and support stock control processes to ensure optimum stock availability and minimise shortages.
- Maintain accurate records within, CRM, inventory management, and internal business systems.
- Coordinate shipment schedules and proactively resolve delivery issues to minimise customer disruption.
- Support the sales team with order tracking, documentation, customer communications, and after-sales administration.
- Prepare operational reports, sales support reports, inventory reports, and management information for the Business Development Manager and Managing Director
- Monitor key operational performance indicators and provide recommendations for process improvements and efficiencies.
- Assist with supplier account management, procurement administration, and purchasing activities.
- Ensure compliance with company procedures, operational standards.
- Maintain accurate customer and supplier records and documentation.
- Handle customer enquiries professionally and ensure timely resolution of operational issues.
- Support business development initiatives by providing operational data, reporting, and administrative support to the Business Development Manager.
- Assist with the implementation of continuous improvement initiatives to enhance productivity, service levels, and operational performance.
- Perform general administrative duties and provide support across departments as required.
Candidate Requirements
Essential
- Minimum 5 years' experience in an Operations Administrator, Operations Coordinator, Sales Administrator, or similar role within a wholesale distribution business.
- Strong understanding of wholesale business operations, including order processing, logistics, inventory management, procurement support, and customer service.
- Excellent organisational and time management skills with the ability to prioritise workloads effectively.
- Strong attention to detail and commitment to accuracy.
- Proficiency in Microsoft Office applications, particularly Excel.
- Experience using , CRM, and inventory management systems.
- Excellent verbal and written communication skills.
- Ability to work under pressure and manage multiple tasks simultaneously.
- Strong problem-solving skills and a proactive approach to identifying and resolving operational challenges.
- Ability to work independently and as part of a team.
Education (Essential)
- Bachelor’s degree in business administration, Business Management, Operations Management, Supply Chain Management, Logistics, or a related business discipline from a recognised university.
Desirable
- Previous experience within the HVAC, refrigeration, air conditioning, building services, electrical, plumbing, or related technical distribution sectors.
- Experience working with manufacturers, distributors, contractors, installers, and trade customers.
- Knowledge of procurement, supply chain management, and inventory planning processes.
- Experience supporting business development or commercial teams through reporting and operational analysis.
What We Offer
- Competitive salary based on experience.
- Opportunity to work with a leading distributor in the HVAC-R sector.
- Supportive and professional working environment.
- Career development and progression opportunities.
- Ongoing training and industry exposure.
- Company pension scheme and additional benefits package.
- Opportunity to contribute to the continued growth and success of the business.
Eligibility
Applicants must have the legal right to work in the United Kingdom and be currently based in the UK. Evidence of eligibility to work in the UK will be required as part of the recruitment process.
Pay: £28,420.00-£35,000.00 per year
Benefits:
Work Location: In person
