Administration Co-Ordinator

Administration Co-Ordinator

Final date to receive applications: 26 January 2026

Department: Service and Maintenance

Employment Type: Permanent - Full Time

Location: Inverness

Reporting To: Senior Service Manager

The opportunity has arisen to join an industry leader in UK’s & Ireland’s Building Services sector. Alternative Heat design, develop and deliver a wide range of offsite-prefabricated, innovative, and sustainable building service solutions throughout the UK & Europe.

What We Do:

We specialise in the design, supply, and installation of a wide range of prefabricated energy solutions, typically built in NI and shipped throughout the UK & Europe. We also offer turnkey design, build, and operate solutions for commercial energy centres and large-scale district heating solutions and have experience with successfully procuring and delivering many similar packages to a wide range of public bodies throughout UK & Europe.

Team Overview:

The Services & Maintenance team provides ongoing support and upkeep for installed mechanical and electrical systems, ensuring optimal performance, reliability, and longevity. They deliver scheduled maintenance, troubleshooting, and emergency repairs, working closely with clients to minimise downtime and extend asset life. This department plays a vital role in sustaining customer satisfaction and protecting the long-term value of our solutions.

Role Overview:

The Administrative Coordinator will provide essential administrative and operational support to the service team, ensuring compliance, accurate reporting, and efficient coordination of processes. This role is integral to maintaining data integrity, supporting engineers, and assisting management with reporting, procurement, and resource planning.

Job Title | Administration Co-Ordinator
Location | Inverness, Scotland
Hours | Monday-Thursday 8am-5pm and Friday 8am-3pm
Salary | Competitive Depending on Experience
Responsible to | Senior Service Manager

The role is responsible for managing compliance and documentation processes, including work permits, job and pump reports, and water sample submissions. It involves maintaining accurate data records, updating asset and fault reports, preparing daily, weekly, and monthly performance summaries, and consolidating information for management reports. The position also supports operational functions such as timesheet management, stock control, procurement coordination, invoice processing, and quote preparation.

Additionally, the role includes taking meeting minutes, preparing presentations, assisting with recruitment and onboarding, and providing general administrative support to the Senior Service Manager and wider team.