Job Title
Administrative Coordinator
Company Overview
The opportunity has arisen to join an industry leader in the UK’s & Ireland’s Building Services sector. Alternative Heat designs, develops, and delivers a wide range of off‑site prefabricated, innovative, and sustainable building service solutions throughout the UK and Europe.
What We Do:
We specialise in the design, supply, and installation of a wide range of prefabricated energy solutions, typically built in NI and shipped throughout the UK & Europe. We also offer turnkey design, build, and operate solutions for commercial energy centres and large‑scale district heating solutions and have experience procuring and delivering many similar packages to a wide range of public bodies throughout the UK & Europe.
Team Overview
The Services & Maintenance team provides ongoing support and upkeep for installed mechanical and electrical systems, ensuring optimal performance, reliability, and longevity. They deliver scheduled maintenance, troubleshooting, and emergency repairs, working closely with clients to minimise downtime and extend asset life. This department plays a vital role in sustaining customer satisfaction and protecting the long‑term value of our solutions.
Role Overview
The Administrative Coordinator will provide essential administrative and operational support to the service team, ensuring compliance, accurate reporting, and efficient coordination of processes. This role is integral to maintaining data integrity, supporting engineers, and assisting management with reporting, procurement, and resource planning.
Job Details
Hours: Monday‑Thursday 8am‑5pm, Friday 8am‑3pm
Salary: Competitive, depending on experience
Responsible to: Senior Service Manager
What You’ll be Doing
* Compliance & Documentation
o Manage and process work permits in line with company and regulatory requirements.
o Upload and maintain job reports, quotes, pump reports, and water sample documentation.
o Submit water samples and ensure accurate record‑keeping.
* Data Management & Reporting
o Update and maintain asset lists and fault rectification reports.
o Prepare and distribute daily and weekly issue reports.
o Compile monthly ash/service Gantt charts and Balanced Scorecard fault comparisons.
o Consolidate data for monthly and annual reports.
* Operational Support
o Manage timesheet submissions and ensure accuracy.
o Update parts application with store‑side information.
o Assist with van stock and stock replenishment, including parcel force coordination.
o Review PODs for locally sourced sundries and liaise with procurement.
o Support invoice administration and quote compilation.
* Meetings & Communication
o Take and distribute minutes for engineer and client meetings.
o Prepare engineer PowerPoint presentations for internal and external use.
* Recruitment & HR Support
o Assist with recruitment requirements and onboarding processes.
* General Assistance
o Provide administrative support to the Senior Service Manager and other team members as required.
What You Need to Have
* Proven experience in an administrative or coordination role, preferably within a technical or service environment.
* Strong organisational and time‑management skills with the ability to prioritise tasks effectively.
* Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and relevant business systems.
* Previous experience in Field motion or CRM Software (desirable).
* Excellent attention to detail and accuracy in data handling.
* Strong communication skills, both written and verbal.
What You Would Ideally Have
* Proactive and self‑motivated with a problem‑solving mindset.
* Ability to work independently and as part of a team.
* High level of confidentiality and professionalism.
Employee Benefits
* Full in‑house training and career development opportunities
* Health cash plan
* Free annual health check during working hours
* 30 days annual leave increasing in line with length of service
* Social events organised for all employees throughout the year via our Health and Wellbeing committee
* Secure, free onsite parking
* Free Coffee, Hot Chocolate, Tea, and Fruit provided daily
* Friendly and supportive working environment in state‑of‑the‑art facilities
Join our growing team in this exciting and challenging role. Send your CV and covering letter by clicking the “Apply now” link below.
For more information on our company please visit our website.
Alternative Heat is an equal opportunities employer.
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