Job Summary
We are seeking a highly organised and proactive individual to join Whisper Controls, a growing HVAC Controls SME in the construction sector. This hybrid role combines product administration (75%) with general business operations and administration (25%), providing a diverse and rewarding position in a close-knit team environment.
You will play a central role in coordinating product documentation, supplier communication, and new product development (NPD) administration, while also supporting the wider business with finance, HR, compliance, and procedural administration. This role suits someone who thrives in a dynamic small-business setting, enjoys variety, and is eager to contribute to both operational excellence and product innovation.
Key Responsibilities
The successful candidate will undertake the following duties:
Product Administration & Coordination:
Maintain and update technical documentation for existing and new products, including datasheets, user manuals, and installation guides.
Support the NPD process from concept through to launch, coordinating with overseas manufacturing partners on samples, testing schedules, and technical queries.
Track and manage prototype samples, testing records, and product release timelines.
Ensure all product-related documentation and specifications are accurate, compliant, and accessible to internal teams and customers.
Liaise directly with manufacturing partners to coordinate product changes, manage production communications, and maintain compliance records.
Business Administration & Operations:
Oversee daily office administration, including order processing and logistical coordination within the small business team.
Support finance administration including purchase order tracking, supplier invoicing, expenses, and liaison with the external accountant.
Maintain and help develop company Standard Operating Procedures (SOPs) and ensure adherence to compliance, quality, and health & safety standards.
Assist with business documentation, contracts, and supplier records to support ISO-related activities and company governance.
Customer & Product Knowledge Support:
Provide first-line support to installers and end-user customers, responding to calls and emails efficiently.
Offer clear, practical assistance on product selection and troubleshooting, escalating queries to the service and support manager where required.
Coordinate field service calls and customer follow-ups alongside the operations and technical support teams.
Qualifications and Skills
The ideal candidate will possess the following qualifications and attributes:
Experience :
Proven administrative experience, ideally within a technical, engineering, or manufacturing environment.
Experience in SME office management, operations, or multi-functional business support roles.
Product Knowledge & Organisational Skills:
Strong attention to detail with the ability to manage multiple projects and priorities.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Confidence in managing product documentation and collating the technical details required.
Communication & Teamwork:
Excellent verbal and written communication skills.
Professional and approachable, able to build effective relationships across suppliers, customers, and internal teams.
Personal Attributes:
Highly organised, reliable, and proactive in managing tasks independently.
Comfortable in a fast-paced small-business setting with varied daily responsibilities.
A collaborative team player with a hands-on approach and willingness to support across departments.
Desirable:
Experience liaising with overseas suppliers or manufacturers.
Familiarity with product lifecycle management (PLM) or project coordination tools.
Basic understanding of finance processes and HR administration in an SME environment.
Knowledge of HVAC, building services, or electrical products advantageous.
Reporting and Team Structure
This position reports directly to the Operations Manager, however you will work closely with the Service and Support Manager & Managing Director to ensure smooth communication and process flow across all areas of the business.
You will be expected to contribute actively to quarterly business reviews, offering insights and suggestions for improving NPD efficiency, product documentation, and supplier communication.
Package and Benefits
Whisper Controls offers a comprehensive employment package reflecting the variety and responsibility of this hybrid role:
Salary - £28,000 £35,000 depending on experience and qualifications.
Pension Scheme -Enrolment in a company pension plan to support long-term financial security.
Health Insurance - Private health insurance offered in the second full year to ensure employee well-being.
Annual Leave - 25 days of annual leave plus bank holidays, providing ample time for rest and personal commitments.
Flexible Working - Hybrid arrangements available after induction.
Working Hours - Monday - Friday 08:30am - 17:00 (hour for lunch)
Professional Development - Opportunities for training and skill development across product management, compliance, and operations.
Why Join Us?
This is a unique opportunity to join a growing SME where your contribution has a direct impact on business success. Youll gain broad exposure to product management, supplier relations, and internal operations, while helping drive the companys next phase of growth.
Youll work in a friendly and collaborative environment where initiative is valued, and your ideas can shape how the business evolves. If you enjoy variety, responsibility, and being part of an ambitious small teamthis role is for you.
TPBN1_UKTJ