HVAC Administrator

About the Role

The role of HVAC Administrator and Small Works Coordinator is a full‑time permanent position providing administrative and coordination support to the HVAC small works team. The successful candidate will work Monday‑Friday, 08:30‑17:00, supporting the team in contract management, procurement, invoicing and project administration. Core duties include processing contract approval and tender forms, raising purchase orders and sub‑contract agreements, liaising with project managers, suppliers and sub‑contractors, and producing operation and maintenance manuals and health‑and‑safety documentation. The role also involves maintaining daily enquiry logs, contract trackers, booking travel, managing contract files, and performing head‑office administrative tasks such as credit note processing and financial reporting. Additional responsibilities for the Small Works team cover invoice and credit note processing, weekly ERP cost reporting, timesheet entry, compilation of O&M manuals, warranty spreadsheet maintenance, equipment hire tracking, supplier questionnaire assistance, parts ordering and managing the retentions ledger to ensure timely defect and retention invoicing. The position also requires answering company calls, taking meeting minutes, maintaining equipment calibration and certification records, arranging travel and invoicing, and providing flexible support for ad‑hoc tasks including warranty control and ordering replacement components. • Provide administrative and coordination support to the HVAC Small Works team. • Process contract management forms, including Contract Approval Requests and Tender Approval Forms. • Liaise with Project Managers to coordinate delivery and installation of projects. • Raise purchase orders, sub‑contract agreements, sales invoices, and applications to customers. • Communicate with suppliers and sub‑contractors regarding deliveries and installations. • Produce operation & maintenance manuals, health & safety manuals, and site files for handover. • Maintain daily Enquiry Log and Contract Tracker documents. • Book hotels and process weekly timesheets for Engineers and Project Managers. • Manage contract files, ensuring proper filing of drawings, designs, and quotations. • Perform head‑office administration tasks and process credit notes. • Compile project financial reports, including weekly cost reports and monthly profitability analyses. • Process invoices, credit notes, and input timesheets into the Integral ERP system. • Compile O&M manuals for Small Works sites and maintain the Contracts Warranty spreadsheet. • Track hire equipment, manage supplier questionnaires, and order site parts. • Maintain a retentions ledger and alert Project Managers to retention and defect deadlines. • Answer company calls, take meeting minutes, and manage equipment calibration records. • Arrange travel and handle related invoicing for team members and external staff. • Support warranty control, including ordering replacement components.

Key Responsibilities

• ▸contract management
• ▸procurement
• ▸erp processing
• ▸o&m manuals
• ▸warranty control
• ▸equipment tracking

What You Bring

Candidates should have GCSEs or equivalent in maths, English and ICT, solid knowledge of Microsoft Office (Word, PowerPoint, Excel), Microsoft Project and Adobe Acrobat, and experience in a project support or services/installation environment. Strong communication, teamwork, financial awareness, organisational capability, and the ability to work under pressure and meet tight deadlines are essential. • Hold GCSEs (or equivalent) in Maths, English and ICT. • Proficient in Microsoft Office, Microsoft Project, and Adobe Acrobat. • Experience in project support or services/installation environments. • Strong communication, teamwork, financial awareness, and organisational skills. • Ability to manage multiple projects, meet tight deadlines, and work under pressure. • Excellent written and spoken English.

Requirements

• ▸gcses
• ▸microsoft office
• ▸microsoft project
• ▸adobe acrobat
• ▸project support
• ▸communication

Work Environment

Office Full-Time