Installation Administrator

We're seeking a highly organised and proactive Administrative Assistant to provide dedicated support to our UK Installation & Survey Manager. This role sits at the operational hub of the Installation team — it doesn't just support one manager, it keeps information moving accurately and on time between everyone who touches an installation: clients, account managers, surveyors, installation engineers, and internal reporting functions.

The successful candidate will manage communication, maintain schedules and records, and act as the connective tissue that keeps multiple stakeholders aligned, translating client requirements into field-ready jobs, and field activity back into accurate records and reporting.

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys a varied workload, and takes genuine satisfaction in coordinating a field-based team across multiple priorities.

At Selecta, we're passionate about delivering exceptional service and helping millions of consumers and employees stay refreshed throughout the day. As a leading international provider of unattended food, drink and convenience solutions, we partner with world-class brands and operate across extensive national networks.

Innovation, safety, and customer experience are at the heart of everything we do. We're proud to create workplace experiences that make a difference, one coffee, one snack, and one smile at a time.

• Support scheduling and diary management for the Install & Survey team alongside the local engineers supporting on Installations, coordinating engineer/surveyor availability directly against client bookings
• Plan and adjust job schedules in response to changes, delays, or cancellations across multiple platforms (Televend / OTC / internal trackers), keeping every system in sync
• Liaise directly with field engineers/surveyors to confirm job details, share updates, and relay client information. The day-to-day link between office and field
• Maintain accurate, up-to-date job trackers, calendars, and installation records that management and other departments rely on for visibility
• Prepare paperwork and documentation including RAMs, needed ahead of site visits for all engineers, coordinating with Sales/Account Management for job specifications where needed

• Act as first point of contact for clients regarding survey and installation bookings, updates, and queries, the face of the department for day-to-day client contact
• Send confirmations, reminders, and status updates to clients ahead of surveys/installations, keeping expectations aligned with what the field team can deliver
• Handle incoming calls and emails, resolving routine queries directly and escalating complex or commercially sensitive issues to the Manager or relevant Account Manager
• Maintain a professional, helpful tone in all client-facing communication, protecting the relationship between the client and the wider business

General Administrative Support (25% of time)

• Provide day-to-day admin support to the UK Installation & Survey Manager
• Maintain accurate records/databases (CRM, spreadsheets, job management systems) that feed into wider business reporting
• Assist with reporting — e.g. weekly movement completions, weekly forecasting, movement abort tracking / reporting, scheduling overviews, client feedback — often consolidating input from field, sales, and management
• Input stock takes for engineers, ensuring inventory data is accurate for both Operations and Finance
• Support ad hoc Installation projects and process improvements/changes for the department, often working across teams to implement changes using various trackers specifically Gantt Chart tracking

This role sits between the client, the field team, and internal management, it interacts with several departments on a regular basis:

• Clients:
  The first point of contact for bookings, updates, and queries; the tone and accuracy of this contact directly shape the client's experience of the business.
• Sales / Account Managers:
  The coordination on job…