O&M Administrator

O & M Administrator

Construction - Renewables
Office based, occasional site visits, 40 hours per week.
£28,000pa  Company bonus scheme

This is a permanent role working with a leading renewable energy contractor who's focus is servicing commercial properties.
They cover many areas around Devon and Cornwall and work away on projects further afield.
The O&M Administrator keeps our maintenance contracts running smoothly behind the scenes. You will schedule engineer visits, turn site inspection data into professional client reports, track faults and rectification work through to close-out, and keep contract, compliance and asset records accurate. You will be the first point of contact for O&M clients, freeing our engineers to focus on site work.

Benefits:

£28,000pd.
22 days' holiday plus bank holidays.
A small, friendly team doing work that matters for the energy transition.
Casual dress, professional with a relaxed modern way of working.
Company events.
Workplace pension.
Company bonus scheme
Job Spec/

Key duties:

Scheduling and planning
Maintain the annual planned preventative maintenance (PPM) calendar across the O&M portfolio, so every visit, test and clean happens within contract.
Book engineer visits, arrange site access, permits and inductions with clients (including NHS and university estates teams).
Coordinate access equipment, subcontractors (e.g. panel cleaning, vegetation clearance) and materials for each visit.

Reporting

Collate engineer inspection data, test sheets and photos, and check it is complete before the report is drafted.
Produce client maintenance reports using ZLC templates, chasing engineers for missing results or evidence.
Prepare monthly or quarterly performance summaries from monitoring platforms, flagging underperforming systems to the O&M Manager.
Faults, rectification and reactive work
Log client-reported and monitoring-alert faults, raise jobs and track them to resolution against contract response times.
Maintain rectification schedules, request quotes, raise client approvals and follow up until works are complete.
Manage warranty claims with manufacturers and distributors (inverters, modules, batteries).Contract and commercial administration

Keep O&M contract records up to date — scope, visit frequency, service levels and renewal dates.
Raise purchase orders and provide information for invoicing of planned and reactive work.
Support the preparation of O&M proposals and tender returns with site data, references and pricing inputs.

Compliance and records

Maintain asset registers for each site: system size, equipment, serial numbers, as-built drawings and O&M manuals.
Track test due dates and certification (e.g. periodic inspection, IEC (phone number removed) testing), and keep evidence filed and retrievable.
Ensure RAMS, permits and site safety documentation are issued and in date before each visit.
Support the management team with audits, annual assessments and renewals across our accreditations: MCS (via NICEIC), ISO 9001, ISO 14001, RECC, Construction line Gold, Cyber Essentials and B Corp.

Client communication

Act as the day-to-day contact for O&M clients by phone and email, responding promptly and professionally.
Keep clients informed of upcoming visits, findings and actions needed from them.

Required experience and skills:

Essential

At least 2 years in an administration, coordination or scheduling role, ideally in a technical, construction, facilities or field-service business.
Strong Microsoft 365 skills, especially Word, Excel and Outlook.
Excellent written English and attention to detail — you will be producing documents that go straight to clients.
Highly organised, able to juggle many sites, deadlines and engineers fident, professional communicator by phone and email.

Desirable

Experienc…