Contract Administrative Assistant

Alternative Heat; Inverness; On-site; GBP 22,000 - 26,000; Full time

Job summary

Alternative Heat Ltd in Inverness is seeking a Contract Administrative Assistant to join the Service and Maintenance team. You will coordinate day-to-day administration of contracts, support engineers and customers, and help keep service operations running smoothly.

Responsibilities include processing service calls, generating quotations and invoices, maintaining records, and producing reports and meeting minutes.

Responsibilities

• The role is responsible for the efficient administration and coordination of service operations, ensuring all engineer service reports are accurately completed, reviewed, and issued to clients in a timely manner.
• The position involves generating quotations and invoices, producing weekly, monthly, and annual performance reports, managing work permits, maintaining asset and fault rectification records, and ensuring accurate documentation of job reports, pump reports, and water sample submissions.
• Additional responsibilities include coordinating schedules, supporting stock control and procurement processes, preparing issue reports, taking meeting minutes, and carrying out general administrative duties to support the smooth and compliant operation of the department.

Job description

Contract Administrative Assistant

Department: Service and Maintenance

Employment Type: Permanent - Full Time

Location: Inverness

Reporting To: Service & Maintenance Manager

Description

What We Do: We provide fully integrated renewable energy solutions, from design and installation through to long-term operation and maintenance, supporting public and commercial organisations across the UK and Ireland. By delivering Heat as a Service, we provide reliable, low-carbon heating infrastructure, offering a fully managed solution that supports our client's decarbonisation goals in transitioning to sustainable heating. We take genuine pride in the long-standing relationships we have built, working closely with our clients as trusted partners and continuing to support them on their journey towards net zero.

Role Overview: The ideal candidate will have experience in service-team administration, including collating and processing documents through to the invoicing stage, and will be comfortable working as part of a team.

The candidate will coordinate the day-to-day administration of the company’s service and maintenance contracts. This includes administering service calls, maintenance tasks and related processes to support good customer service. The role requires exceptional organisational, administrative and communication skills.

As a link between engineers, customers and the wider business, the successful candidate will help keep service and maintenance activities running efficiently. They will take a hands-on approach to service administration in a fast-paced, customer-focused environment.

Job Title | Contract Administrative Assistant
Location | Inverness Office
Hours | 38 Hours per week: Monday-Thursday 8am-5pm and Friday 8am-3pm
Salary | Competitive Depending on Experience
Responsible to | Service & Maintenance Manager

What You'll be Doing

This role is responsible for the efficient administration and coordination of service operations, ensuring all engineer service reports are accurately completed, reviewed, and issued to clients in a timely manner. The position involves generating quotations and invoices, producing weekly, monthly, and annual performance reports, managing work permits, maintaining asset and fault rectification records, and ensuring accurate documentation of job reports, pump reports, and water sample submissions.

Additional responsibilities include coordinating schedules, supporting stock control and procurement processes, preparing issue reports, taking meeting minutes, and carrying out general administrative duties to support the smooth and compliant operation of the department.