Administration & Operations Support

Premiair; Orpington; On-site; GBP 24,000 - 32,000; Full time

Job summary

Premiair Air Conditioning is seeking a reliable Administration & Operations Support to join our growing HVAC team in the UK. The role covers day-to-day service and operational administration, technician scheduling, client portal management and compliance-related duties.

You will assist the Operations Manager with documentation, reporting and procurement activities, while providing excellent support to clients and colleagues.

Qualifications

• Experience in administration, service coordination, office support or similar role.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication.
• Professional phone manner and customer-focused approach.
• Confidence using Microsoft Office and learning new systems.

Responsibilities

• Coordinate and schedule technicians for service and maintenance works.
• Liaise with clients regarding scheduling, updates and requirements.
• Raise and update jobs and administer outstanding works.
• Review service reports for accuracy and completeness.
• Upload reports to client portals and send to customers.
• Monitor client portals, KPIs and administrative requirements.
• Maintain client asset registers and equipment lists.
• Assist with compliance documentation and ISO requirements.
• Support purchasing, invoices and basic accounts tasks.
• Answer calls and handle general enquiries.
• Data entry and maintaining records.
• Order office supplies and assist with general administration.
• Support Operations Manager with administrative tasks.

Skills

Administration

Scheduling

Customer service

Data entry

Microsoft Office

Job description

Premiair Air Conditioning is a well-established and growing commercial HVAC business, working across local government, facilities management and private clients. As the business continues to grow, we are looking for a reliable and organised Administration & Operations Support person to join our team.

This is a varied, hands-on administration role supporting the day-to-day service and operational functions of the business. The position will assist with technician scheduling, service documentation, client portals and general office administration, while also providing administrative support to the Operations Manager across compliance, reporting and other operational requirements.

The Role

This role would suit someone who enjoys variety, is comfortable juggling different priorities and is happy to help wherever needed to keep things running smoothly.

Responsibilities will include:

• Coordinating and scheduling technicians for service and maintenance works
• Liaising with clients regarding scheduling, job updates and service requirements
• Raising and updating jobs and assisting with the administration of outstanding works
• Reviewing completed technician service reports for accuracy and completeness
• Uploading service reports and other required documentation to client portals and sending reports directly to customers
• Monitoring client portals, KPIs and outstanding administrative requirements
• Maintaining and checking client asset registers and equipment lists to ensure information is accurate and up to date
• Assisting with compliance documentation, incident reports and other operational records
• Providing administrative support relating to ISO accreditation and ongoing compliance requirements
• Assisting with purchase orders, invoices and basic accounts administration where required
• Answering incoming phone calls and assisting with general customer enquiries
• Data entry and maintaining accurate business and client records
• Ordering office supplies and assisting with general office administration
• Supporting the Operations Manager with administrative and operational tasks as required

The role is varied and will naturally involve other administrative tasks depending on what is happening across the business. We are looking for someone who is comfortable with this variety and willing to take ownership of tasks as they arise.

About You

We are looking for someone who is reliable, organised and detail-oriented, with a practical approach and the ability to manage multiple tasks and priorities.

You will ideally have:

• Experience in an administration, service coordination, office support or similar role
• Strong organisational skills and attention to detail
• Good written and verbal communication skills
• A professional and helpful phone manner
• Confidence communicating with customers, technicians and other members of the team
• Confidence using Microsoft Office and the ability to quickly learn new systems and online portals
• A proactive approach and willingness to follow tasks through to completion
• The ability to identify when information is missing, incomplete or does not look right
• A flexible attitude and willingness to assist with different areas of administration as required

Experience within HVAC, trades, facilities management, field services or a similar service-based environment would be well regarded, but is not essential.

What’s On Offer

• A stable, full-time position within a growing commercial HVAC business
• A varied role across administration, service coordination, operations, compliance and client support
• A supportive and practical team environment
• Exposure to different areas of the business and a broad range of operational tasks
• Opportunity to take on additional responsibility as you become familiar with the role and the business