Role Title: Senior Office Administrator
Department: ECO Qualification and Delivery Department
Reports To: Office Manager / Eco Delivery Manager
1. Role Purpose:
The Senior office Administrator is central to the efficient daily operation of Central Eco Solutions Ltd. This role provides essential administrative support, manages critical data, and acts as the primary scheduler and communication hub for our operations ensuring seamless communications with customers, service delivery and optimised resource allocation.
2. Key Responsibilities & Accountabilities:
· Receive, Record and categorise all leads
· Call Leads
· Pre -Lead assessment and soft QA - Ensuring all Documentation and compliance requirements are covered
· Booking and Managing RAS effectively
· Liaising and building relationships with Retrofit Surveyors
· Arrange and book EPC's for all relevant properties
· Arrange and book C3's for relevant properties
2.1 Data Inputting & System Management:
* Customer & Job Data: Accurately entering customer details, job requirements, RA Survey Coordination, and project specifications into the [e.g., Job Management System, CRM, bespoke database] on a daily basis.
* Reporting Support: Generate basic reports from system data as required by management (e.g., job status updates, call logs, performance metrics).
* Data Maintenance: Proactively identify and correct data discrepancies, ensuring all records are current, complete, and accurately categorised.
* Document Management: Scan, file, and organise physical and digital documents according to company policy, ensuring easy retrieval and compliance to regulatory standards
2.2 Diary Management & Scheduling (Office & Tradesmen):
* Service providers Scheduling:
* Plan, schedule, and optimise daily routes and job allocations for surveyors based on job priority and location.
* Liaise directly with providers regarding their schedules, providing all necessary job details, client contact information, and special instructions.
* Manage urgent calls, re-prioritising schedules and communicating changes effectively to all affected parties.
* Track job progress and completion, updating the system in real-time.
* Client Communication (Scheduling): Proactively communicate appointment times, changes, and estimated arrival times to clients via phone, email, or SMS.
2.3 Call Handling & Communication Hub:
* First Point of Contact: Professionally answer all incoming calls, acting as the welcoming and informative first point of contact for clients, suppliers, and general enquiries.
* Enquiry Management: Efficiently direct calls to the appropriate department or individual, ensuring callers are connected quickly or messages are accurately taken.
* Message Taking: Take detailed and accurate messages, including caller name, company, contact number, and nature of enquiry, ensuring timely delivery to the intended recipient.
* Basic Information Provision: Provide general information about company services, opening hours, and standard procedures.
* Problem Resolution (Initial): Handle basic customer queries or complaints with empathy and efficiency, escalating complex issues to the relevant manager.
* Outbound Calls: Make outbound calls as required for scheduling, follow-ups, or information gathering.
2.4 General Office Administration:
* Maintain a tidy and organised office environment.
* Manage incoming and outgoing mail and deliveries.
* Order and maintain office supplies, ensuring adequate stock levels.
* Assist with ad-hoc administrative tasks as required by the Office Manager or senior leadership.
3. Required Skills & Competencies:
* Technical Proficiency: Advanced proficiency in MS Office Suite (Outlook, Word, Excel). Experience with specific CRM/Job Management Software,, is highly desirable.
* Organisational & Planning: Exceptional ability to plan, prioritise, and manage multiple tasks simultaneously with meticulous attention to detail.
* Communication: Excellent verbal and written communication skills, with a clear, professional, and empathetic telephone manner.
* Problem-Solving: Proactive approach to identifying and resolving logistical challenges and scheduling conflicts.
* Interpersonal Skills: Ability to build rapport with clients, tradesmen, and colleagues.
* Adaptability: Ability to thrive in a fast-paced, dynamic environment and adapt to changing priorities.
* Confidentiality: Uphold strict confidentiality regarding sensitive company and client information.
4. Experience & Qualifications:
* Minimum 5 years of experience in an administrative, coordination, or scheduling role.
* Experience managing multiple diaries or schedules concurrently.
* Experience within the ECO Retrofit supply industry
Job Type: Full-time
Salary : Negotiable
Job Type: Full-time
Pay: £30,000.00-£40,000.00 per year
Language:
* English (required)
Work Location: In person
Application deadline: 06/09/2025
Reference ID: SOA
Expected start date: 29/09/2025