HVAC Office Administrator

Confidential; Rochester; On-site; GBP 29,000 - 35,000; Full time

Benefits offered by this job

20 days holiday + Bank Holidays

Pension 4%

Job summary

Confidential in Rochester is seeking an HVAC Office Administrator to coordinate service contracts and project planning from a central office. The role collaborates with the Account Manager and Directors to ensure smooth admin, planning and timely updates across all works.

The successful candidate will handle inbound client queries, schedule works, manage purchases and materials, and maintain records. Office-based hours are 09:00–17:00, Monday to Friday, with pension and holiday benefits as

Qualifications

• Experience in HVAC and facilities management (FM) industry.
• Office-based in Rochester with availability for full-time hours.
• Previous role as service coordinator or helpdesk or similar.
• Proficient in CAFM systems and the MS Office suite.
• Administrative duties including filing and record keeping.

Responsibilities

• Schedule all works across the contract.
• Answer inbound calls from clients.
• Raise and schedule jobs – Service, planned maintenance and projects.
• Provide updates on work.
• Arrange engineers and subcontractors to attend works – Service & Projects.
• Compile reports for ongoing works for clients and senior management.
• Manage SLA & KPIs.
• Raise purchase orders.
• Manage material orders.

Skills

HVAC industry experience

Service coordination

Inbound calls handling

Tools

CAFM systems

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Job Profile for HVAC Office Administrator 47945

Position: HVAC Office Administrator

Location: Rochester - office-based

Salary: up to 32k, depending on experince

Our client is a specialist Air Conditioning and Refrigeration Contractor in Rochester. They’re seeking an HVAC Office Administrator to support admin, planning and coordination across Service contracts and Project planning.

The HVAC Office Administrator will work closely with the Account Manager and Directors to support the overall business function.

• Schedule all works across the contract
• Answer inbound calls from clients
• Raise and schedule jobs - Service, planned maintenance and projects
• Provide updates on work
• Arranging engineers and Subcontractors to attend works - Service & Projects
• Compile reports for ongoing works for clients and senior management
• Manage SLA & KPIs
• Raising purchase orders
• Managing material orders

HVAC Office Administrator Job Requirements

• Experience in the HVAC and FM industry
• Office-based in Rochester
• Previous role held as a Service coordinator/Helpdesk or similar
• Highly adept at handling inbound calls for customer queries and service requests
• Highly proficient in CAFM systems, MICROSOFT Word, Excel, PowerPoint, Outlook
• Administrative responsibilities including filing, preparing documents, receipting, keeping and updating records

HVAC Office Administrator Salary & Benefits

• Basic Salary of 32,000
• 09:00-17:00 Monday to Friday - Office-based in Rochester
• 20 days holiday + Bank Holidays - increasing with service
• Pension 4%