Air Conditioning Coordinator/ Administrator

Infinity Energy Services; Southampton; On-site; GBP 26,000 - 38,000; Full time

Benefits offered by this job

25 days holiday + bank holidays

Private medical insurance (Vitality)

Wellbeing perks and gym discounts

Team-building events

Continuous training & development

Job summary

Infinity Energy Services is seeking a proactive Air Conditioning Coordinator to support customers from enquiry through to installation and ongoing servicing. You’ll coordinate site surveys, installations and service plans while keeping customers informed at every stage.

The role involves managing enquiries, liaising with the wider team, and handling contracts and invoices to ensure a smooth customer journey from initial contact to aftercare.

Qualifications

• Friendly, professional and customer-focused.
• Highly organised with excellent attention to detail.
• Confident communicator, both over the phone and by email.
• Able to manage multiple priorities while remaining calm.
• Proactive, reliable and a team player.
• Comfortable using Microsoft Office and CRM systems.

Responsibilities

• Be the first point of contact for customers enquiring about air conditioning installations.
• Speak with customers to understand their requirements and arrange site surveys.
• Manage the air conditioning enquiries inbox, ensuring timely responses.
• Follow up with customers after quotations and help move them forward.
• Coordinate installation schedules and keep customers updated throughout the process.
• Prepare and issue contracts and invoices prior to installation.
• Complete post-installation administration, including warranty registrations.
• Arrange annual servicing appointments and manage service plan customers.
• Maintain accurate customer records using CRM and internal systems.
• Work with the team to ensure a seamless customer journey from enquiry to aftercare.

Skills

Customer service

Scheduling

CRM proficiency

Administration

Communication

Organised

MS Office

Team collaboration

Tools

CRM software

Job description

We're looking for a proactive and organized Air Conditioning Coordinator to join our growing team. This is a key role within the business, supporting customers from their initial enquiry through to installation and ongoing servicing.

Ensure all your application information is up to date and in order before applying for this opportunity.

As the first point of contact for many of our customers, you'll play an important part in creating a positive experience. You'll coordinate site surveys and installations, keep customers informed throughout their journey, and ensure everything behind the scenes runs smoothly.

If you enjoy building relationships, take pride in delivering excellent customer service, and thrive in a fast-paced environment, we'd love to hear from you.

About the Role

• Be the first point of contact for customers enquiring about air conditioning installations.
• Speak with customers to understand their requirements and arrange site surveys.
• Manage the air conditioning enquiries inbox, ensuring all enquiries are responded to promptly and professionally.
• Follow up with customers after they've received their quotation, answering questions and helping them move forward with their decision.
• Coordinate installation schedules and keep customers updated throughout the process.
• Prepare and issue contracts and invoices prior to installation.
• Complete post-installation administration, including warranty registrations and customer documentation.
• Arrange annual servicing appointments and help manage our service plan customers.
• Maintain accurate customer records using our CRM and internal systems.
• Work closely with the wider team to ensure every customer receives a seamless experience from enquiry through to aftercare.

Benefits

• Competitive Salary – Reflective of your skills and experience.
• Career Progression – Opportunities to grow as we grow, with clear development pathways.
• Generous Holiday Allowance – 25 days of annual leave plus bank holidays.
• Private Medical Insurance – Vitality cover and 24/7 GP access for peace of mind.
• Wellbeing Perks – Discounted gym memberships to help you stay active and healthy.
• Team Culture – Regular team-building events that make work enjoyable and collaborative.
• Ongoing Training – Continuous learning and professional development opportunities.
• Supportive Environment – A team-focused culture where your voice matters and your contributions are valued.

Requirements

• Friendly, professional and customer-focused.
• Highly organised, with excellent attention to detail.
• A confident communicator, both over the phone and by email.
• Able to manage multiple priorities while remaining calm and efficient.
• Proactive, reliable and enjoys working as part of a team.
• Comfortable using Microsoft Office and CRM systems.

Previous experience in customer service, scheduling, administration or sales support is desirable. Experience within the air conditioning, HVAC, facilities management or construction sectors would be an advantage, but it's not essential. We're looking for someone with a positive attitude, excellent organisational skills, and a genuine commitment to delivering outstanding customer service.