Administrator – Plumbing & FM Divisions
Location: Northwood, London (Office-based)
Salary: Competitive, dependent on experience
Job Type: Full-time, Permanent
Company Overview
The Well Group Limited is a trusted provider in the statutory maintenance and facilities management sectors, operating through multiple specialist divisions including Well Plumbing & Heating and Well Planned FM. We deliver high-quality services to schools, local authorities, and commercial clients across London and the surrounding boroughs. With a focus on compliance, efficiency, and customer care, we are expanding our internal support team to strengthen delivery across these divisions.
Role Overview
We are seeking a proactive and organised Administrators to support the operational delivery of Well Plumbing & Heating and Well Planned FM. The role will involve managing schedules, coordinating engineers, handling client communication, maintaining compliance records, and supporting sales activities for our plumbing division. This is a fast-paced position that requires excellent organisation, attention to detail, and strong communication skills.
Key Responsibilities
1. Scheduling & Engineer Coordination
* Plan and schedule plumbing and FM engineers for planned, reactive, and remedial works.
* Communicate daily schedules, site access requirements, and job instructions to engineers.
* Track job progress and update the Job Logic CAFM system in real time.
2. Administrative & Compliance Support
* Maintain accurate job files including service sheets, certificates, and compliance documentation.
* Assist in preparing health & safety documentation, RAMS, and compliance packs for client contracts.
* Support monthly KPI reporting and remedial tracking for council and school contracts.
3. Client Liaison & Communication
* Handle incoming calls and emails, ensuring timely and professional responses.
* Provide updates to clients regarding job progress, remedial works, and PPM schedules.
* Assist in generating and issuing quotations, invoices, and reports.
4. Sales Support – Well Plumbing & Heating Admin
* Handle and manage online customer enquiries via Checkatrade, TrustATrader, and other platforms.
* Conduct follow-up sales calls to convert enquiries into confirmed jobs.
* Upsell additional services and maintenance packages where appropriate.
* Support the Director with the preparation of sales proposals and quotations.
* Record, track, and report sales leads to ensure opportunities are maximised.
5. System & Process Management
* Upload and manage documents on SharePoint and Job Logic, ensuring accuracy and compliance.
* Cross-check engineer reports against schedules and valuations to ensure data is logged correctly.
* Raise remedial job orders and follow through to completion.
Required Skills and Experience
* Previous administration experience (ideally in facilities management, plumbing, or compliance sectors).
* Experience handling sales enquiries (Checkatrade, TrustATrader, or similar platforms desirable).
* Strong organisational and time management skills with the ability to manage multiple tasks.
* Confident using Microsoft Office Suite (Excel, Word, Outlook).
* Experience with CAFM systems (Job Logic preferred) or CRM platforms.
* High attention to detail and ability to manage data, reports, and compliance records.
* Excellent written and verbal communication skills.
Desirable
* Knowledge of plumbing or FM service delivery processes.
* Experience with SharePoint for document management.
* Familiarity with statutory compliance frameworks related to facilities and property maintenance.
What We Offer
* Opportunity to work with a growing, forward-thinking company.
* Supportive team environment with opportunities to develop.
* Competitive salary with room for progression.
* Exposure to a wide range of contracts and sectors (schools, local authorities, commercial sites).
If you are an organised and motivated administrator with a flair for sales and customer service, we would love to hear from you. Apply now to join our team at The Well Group Limited.
Job Type: Full-time
Pay: £25,000.00-£30,000.00 per year
Benefits:
* Company events
* Company pension
* Free parking
* On-site parking
Ability to commute/relocate:
* Northwood HA6 1BL: reliably commute or plan to relocate before starting work (required)
Language:
* English (required)
Work Location: In person