The Role
The Compliance & Operations Manager will be responsible for coordinating a wide range of operational activities across the business.
This is a varied role requiring someone who is highly organised, comfortable taking ownership of multiple processes and able to keep on top of deadlines in a fast-moving environment.
Core Responsibilities
1. Management of Payaca CRM
Take day-to-day ownership of our internal CRM system, Payaca.
Payaca is the central software platform we use to manage customer enquiries, quotations, jobs, communications, documentation, workflows and aftercare.
You will ensure jobs move correctly through each stage of the system, information is kept accurate and up to date, tasks are completed, and the CRM is being used effectively across the business.
2. Engineer Scheduling
Work alongside Technical Director Luke Nicholls to coordinate and manage the engineering diary.
This will include scheduling installations, surveys, servicing, remedial works and call-outs while taking into account engineer availability, skills, locations and project requirements.
3. MCS Compliance Management
Manage the administrative compliance requirements associated with our renewable heating installations.
This will include:
- Product and manufacturer warranty registrations
- Building Control notifications
- DNO applications and notifications
- Maintaining required installation documentation
- Ensuring compliance tasks are completed within the relevant timescales
- Supporting the business with MCS-related administration and record keeping
Experience with MCS would be advantageous, although training can be provided to someone with strong experience working within another regulated or compliance-led industry.
4. Air Source Heat Pump Service Scheduling
Manage our growing portfolio of Air Source Heat Pump service customers.
You will maintain service schedules, contact customers when annual servicing becomes due, arrange appointments and ensure service records are maintained accurately.
5. Warranty Claims & Spare Parts
Coordinate warranty claims with manufacturers and suppliers.
This will include arranging replacement parts, following claims through to completion, coordinating engineer visits where required and keeping customers informed.
6. Vans & Equipment
Oversee the administration and organisation associated with the company's vehicle fleet and engineering equipment.
This may include servicing, MOTs, maintenance, inspections, insurance administration and ensuring equipment is properly recorded and maintained.
7. Uniform Ordering
Manage company uniform requirements, including ordering clothing for new starters and replacing or replenishing uniforms for existing team members.
8. Van Stock & Warehouse Stock
Take responsibility for the administration of our van and warehouse stock management systems.
You will help ensure engineers have the materials and equipment they require while maintaining accurate stock records and helping identify shortages, replenishment requirements and stock discrepancies.
9. General Administration
Provide general operational and administrative support across the business as required.
Because Renew East is a growing company, there will inevitably be ad hoc tasks and projects that fall outside the normal day-to-day responsibilities.
We are therefore looking for someone comfortable working in a varied role and taking ownership when something needs to be done.
10. Staff Training Coordination
Schedule and arrange staff training, qualifications and refresher courses.
This will include maintaining training records, monitoring expiry dates and ensuring engineers remain appropriately trained and qualified for the work they undertake.
About You
We are looking for someone with at least five years' experience in an operations, compliance, service coordination, office management or similar role.
Experience within heating, plumbing, construction, renewables, engineering or another regulated industry would be particularly valuable.
The successful candidate will be someone who enjoys creating order within a busy environment and takes satisfaction from making sure things are completed properly.
Key Traits
You should be:
- Exceptionally organised and able to manage multiple priorities simultaneously Comfortable working with CRM and job management software
- Confident learning new systems and processes
- Detail-focused, particularly when dealing with compliance and documentation Able to work effectively in a fast-paced environment
- Proactive rather than waiting to be told what needs doing
- Comfortable chasing outstanding actions and ensuring deadlines are met
- A clear and confident communicator with customers, engineers, suppliers and manufacturers Able to take ownership of problems and see them through to resolution
- Process-driven while remaining flexible when priorities change
- Reliable, professional and commercially aware
Why This Role Matters
This is not simply an administrative position.
The Compliance & Operations Manager will sit at the centre of Renew East's day-to-day operations.
As the company grows, having strong systems and processes becomes increasingly important. Engineers need to know where they are going and what they are doing, customers need to receive timely communication, installations need to remain compliant, warranties need to be registered and service commitments need to be fulfilled.
The person in this role will help ensure that nothing falls through the gaps.
For the right person, there will also be significant opportunity to develop the role as the company continues to grow.
Pay: £30,000.00-£35,000.00 per year
Benefits:
Work Location: In person
