Office Administrator

Climate17; Leeds; On-site; GBP 60,000 - 80,000; Full time

Job description

Summary
Climate17 is proud to partner with a rapidly growing renewable energy business at the forefront of sustainable heating solutions, specialising in renewable energy sources. Committed to reducing environmental impact, they lead the way in providing innovative and eco-friendly heating solutions such as air source heat pumps, solar PV systems, and battery storage in their homes, ensuring sustainable and energy-efficient living spaces.

Role Overview
We are in search of a highly organised and detail-oriented Office Administrator / Customer Service Representative to become an integral part of our growing team. This individual will play a pivotal role in assisting the Directors in growing our operations, ensuring efficiency and contributing to the overall success of the company. The ideal candidate will have experience in supporting daily office operations, managing customers and administrative tasks and will be a great communicator. The role is a combination of administration, PA and HR.

Key Responsibilities

Office Administration:

1. Oversee day-to-day office administration tasks, ensuring a smooth and efficient workflow.
2. Provide exceptional customer service to our potential and existing customers, ensuring appointments with potential new customers are booked in the diary and followed up, and all new jobs are booked and completed in line with the schedule of work.
3. Manage the ordering and organisation of materials from merchants, ensuring that we are getting the most competitive prices.
4. Coordinate office meetings and events, including quarterly company socials – arrange dates, venues, bookings, travel, and food.
5. Answer customer queries via phone and email.
6. Prepare quotations and new sales orders and support customer post-sales enquiries.

Contract Management to ensure compliance with MCS:

1. Create and manage customer contracts to ensure alignment with MCS standards and regulatory requirements.
2. Monitor contract performance and compliance throughout the project lifecycle.
3. Maintain accurate and up-to-date contract documentation, including terms, conditions, and compliance records.
4. Generate comprehensive reports outlining contract status, potential risks, and recommended actions.
5. Collaborate with internal teams, including heating engineers and project managers, to facilitate clear communication and understanding of contract requirements.
6. Act as a liaison between internal and external stakeholders, ensuring seamless collaboration and compliance.
7. Identify areas for process improvement within the contract management framework.
8. Implement best practices to enhance efficiency and effectiveness in contract administration.

Human Resources:

1. Manage HR system – allocate employee holidays, log sick days, create new start-up forms and processes.
2. Maintain accurate employee records and assist with HR-related documentation.
3. Manage and check staff expenses, inc mileage.
4. Manage the employee review process.
5. Assist in the recruitment process, including posting job listings and onboarding new team members.

Technical Skills

1. Proven experience as a skilled administrator.
2. Knowledge of HR processes and best practices is a significant advantage.
3. Exceptional organisational and time management skills.
4. Ability to work under pressure, prioritise tasks effectively and adapt to changing priorities.
5. Proficiency using different computer software (Google Workspace, Monday.com, Xero) is a significant advantage.
6. Excellent written and verbal communication and literacy/numeracy skills.
7. Handle confidential and sensitive information with the utmost discretion.

Personal Skills

1. Proactive self-starter with the ability to work independently and take initiative.
2. Demonstrates a professional and amiable demeanour, excelling as a collaborative team player.
3. Excellent communication and interpersonal abilities.
4. Highly organised.
5. Driven and keen to learn.

About Us

Climate17 is a purpose-led, international Renewable Energy & Sustainability recruitment firm. We provide specialist talent acquisition services to organisations seeking to reduce their environmental footprint, as well as those working towards the decarbonisation of the energy sector.

Inclusive Application Process
Climate17 is committed to creating a diverse, inclusive and equitable workplace. We believe there is no solution to climate change without people. We aim to increase diversity across all areas, and as such, we are committed to partnering with clients and candidates to create an inclusive and sustainable regenerative world.

We welcome applications from all qualified candidates, regardless of their ethnicity, race, gender, religious beliefs, sexual orientation, age, or whether or not they have a disability. If you require additional support, equipment or resources in order to participate in the job application or interview process, please let us know.