Administration Coordinator

Charterhouse Recruitment; York and North Yorkshire; On-site; GBP 22,000 - 30,000; Full time

Job summary

Minster Plumbing & Heating Ltd is seeking an Administration Coordinator to provide organised administrative support across office operations, customer care and project delivery. You will coordinate information, appointments and records to keep work moving, support payroll and billing, and build effective relationships with customers and site teams.

The role involves handling timesheets, scheduling, invoicing and reporting, in a busy office environment in York.

Qualifications

• Strong organisational skills and attention to detail in handling records and documents.
• Clear, professional communication by phone and email, with a helpful approach to customers and colleagues.
• Ability to prioritise multiple tasks and work effectively in a busy team.
• Proficiency with standard office software; training on bespoke systems will be provided.

Responsibilities

• Coordinate information, appointments and records across customers, site teams, Contracts Managers, Project Managers and Finance.
• Process timesheets, calculate payroll-related data and maintain accurate logs.
• Handle calls and emails from customers, suppliers and engineers, recording enquiries and work requests.
• Book customer appointments and coordinate plumbers and electricians with Contracts Managers.
• Record and track sales variations, invoices and billing information for projects.
• Support document processing, site files and project records, and prepare reports as requested.
• Maintain training registrations and health and safety records, flag training needs and book courses.
• Book vehicle servicing and maintain fleet logs, coordinating vehicle issues.

Skills

Organisational skills

Attention to detail

Communication skills

Scheduling experience

MS Office / spreadsheets

Job description

Administration Coordinator

Minster Plumbing & Heating Ltd

Role purpose

Provide organised, accurate administrative support across office operations, customer care and project delivery. Coordinate information, appointments and records so that customers, site teams, Contracts Managers, Project Managers and Finance have what they need to keep work moving and support accurate payroll and billing.

Timesheets and payroll support

Collect, print and process timesheets; chase missing entries and supporting documents, check hours worked and maintain accurate logs.

Calculate travel allowances, enter and check timesheet information, and prepare complete records for payroll processing.

Customer care and work scheduling

Handle calls and emails from customers, clients, suppliers and engineers, recording enquiries and maintenance or small works requests accurately.

Book customer appointments and coordinate plumbers and electricians, liaising with Contracts Managers to organise and progress the work.

Build effective relationships with key customers, follow up outstanding issues and provide weekly customer care progress reports.

Maintain the call out rota, notify operatives of their cover arrangements and ensure out of hours messages are updated.

Variations and billing

Record and track sales variations, builder instructions and orders on the correct logs, making information available to Project Managers.

Process customer care invoices, check supporting information and prepare complete records for billing.

Cross-check billing information, assist with invoicing and material tracking, and follow up discrepancies with the relevant teams.

Project and office administration

Support Contracts Managers and Project Managers with document processing, site files, design sheets and site setup records.

Set up files where required, check and complete site spreadsheets weekly, and keep project records and logs up to date.

Collate information and prepare reports as requested, supporting the Office Manager with reporting and outstanding queries.

Maintain orderly filing and records, undertake printing and copying, and coordinate information across Customer Care, Project Management and Finance.

Training registrations and health and safety records

Maintain the training records spreadsheet, monitor qualification expiry dates and flag training needs. Book courses, liaise with staff and follow up attendance.

Register boilers with Gas Safe, and other relevant bodies or schemes as required, keeping supporting records accurate.

Print and distribute risk assessments and method statements as required. Track administrative actions arising from Contracts Managers’ health and safety reports and flag gaps or outstanding items to management.

Keep Project Managers informed of upcoming requirements and provide administrative support for other health and safety requests.

Vehicles and mileage records

Book vehicle servicing and MOTs, maintain fleet logs and coordinate vehicle issues between operatives and garages.

Produce weekly Journey Watch vehicle reports, calculate private mileage and update the relevant reporting logs.

Description

Essential skills and attributes

• Strong organisational skills, attention to detail and accuracy when handling records, figures and documents.
• Clear, professional communication by telephone and email, with a helpful approach to customers and colleagues.
• Ability to prioritise several tasks, follow up outstanding actions and work effectively in a busy team.
• Confidence using standard office software, including spreadsheets, and learning bespoke systems; training will be provided.

Desirable experience

• Previous experience in administration, customer care, scheduling, billing, procurement or a related support role.

Scope of the role

This job description outlines the main responsibilities and is not exhaustive. Other reasonable duties appropriate to the role may be assigned to meet the needs of the business.