Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

The Administrative Assistant provides essential operational support to ensure the smooth running of the solar installation and service workflow. This role manages ordering, back-office administration, and customer communication, helping the business deliver an efficient, professional, and responsive service.

1. Ordering & Procurement

• Raise purchase orders for solar panels, inverters, batteries, mounting systems, and other materials.

• Track deliveries, chase suppliers, and ensure stock arrives on time for scheduled installations.

• Maintain accurate records of supplier pricing, lead times, and product availability.

• Liaise with warehouse or installation teams to confirm stock levels and resolve discrepancies.

2. Back Office Administration

• Maintain accurate customer records, job files, and documentation in CRM or internal systems.

• Prepare and issue paperwork such as installation packs, warranties, and compliance documents.

• Support scheduling by coordinating with surveyors, installers, and subcontractors.

• Process invoices, receipts, and job completion documents as required.

• Assist with internal reporting, data entry, and general office organisation.

Email Handling:

• Respond to customer enquiries regarding quotes, installation timelines, product information, and aftercare.

• Monitor shared inboxes and ensure all messages are answered within agreed time frames.

• Escalate technical or complex queries to the appropriate team.

Telephone Support:

• Answer incoming calls professionally and direct them to the correct department.

• Provide updates on job progress, delivery dates, and service appointments.

• Log customer issues or complaints and ensure follow-up actions are completed.

Essential

• Strong organisational and multitasking abilities.

• Excellent written and verbal communication.

• Confident telephone manner.

• High attention to detail and accuracy.

• Competent with Microsoft Office (Outlook, Excel, Word).

• Ability to learn CRM or job management systems quickly.

• Proactive approach to problem-solving.

Desirable

• Experience in the renewable energy or construction sector.

• Knowledge of solar products (panels, inverters, batteries).

• Familiarity with procurement or stock management processes.

• Previous administrative or office support experience required.

• Customer service experience (email and phone) preferred.

• Procurement or ordering experience beneficial but not essential.

• No specific qualifications required, though business admin training is a plus.

Personal Attributes

• Reliable, punctual, and consistent.

• Calm under pressure and able to prioritise effectively.

• Friendly, approachable, and team-oriented.

• Professional and customer-focused attitude.