Eco Heat Installations Ltd

Reports to: Directors

Employment: Full time and permanent

Location: BB1 1DH

Working hours: Monday to Friday 37.5 hours

Salary: £35,000 per annum

About the role

Eco Heat Installations Ltd delivers heating and energy efficiency installations, including air source heat pumps.

The Executive Assistant will provide organised, confidential support to the directors and help coordinate activity across the business.

The role combines executive support with practical administration, ensuring that priorities are clear, actions are followed through and customers and colleagues receive timely updates.

We are looking for someone who takes initiative, communicates confidently and can manage competing demands in a busy installation business.

Executive support

Manage the directors’ diaries, meetings, appointments and travel arrangements, allowing time for preparation and urgent priorities.

Monitor delegated inboxes and correspondence, identify urgent matters, draft professional responses and maintain clear follow-up records.

Prepare agendas, briefing notes, reports and presentations; record meeting decisions, allocate agreed actions and chase completion.

Maintain a central tracker of director priorities, deadlines and commitments, highlighting overdue actions and decisions required.

Act as a professional point of contact for the directors, using discretion when dealing with staff, customers, suppliers and external advisers.

Installation and business coordination

Liaise with operations, surveyors, installers, customer service, finance and compliance teams to obtain updates and resolve administrative gaps.

Support survey and installation scheduling, confirm arrangements with the responsible teams and communicate agreed changes promptly.

Track outstanding documents, materials updates, customer queries and remedial appointments; escalate delays to the relevant manager.

Maintain accurate customer and project records in the CRM and shared systems, ensuring that correspondence and key decisions are recorded.

Prepare a concise weekly update for the directors covering progress, outstanding actions, customer issues and matters requiring attention.

Eco Heat Installations Ltd |

Customer service and compliance administration

Handle enquiries professionally, route technical questions to qualified colleagues and follow up until an appropriate response is provided.

Log complaints and remedial requests, collate correspondence and evidence, track response deadlines and arrange approved follow-up activity.

Support the compliance team by maintaining organised installation files, certificates, warranties and funding documentation where applicable.

Chase insurance, training, accreditation and risk assessment records; flag missing or expiring documents to the responsible manager.

Handle personal, commercial and employee information securely and escalate urgent safety concerns immediately.

Office and commercial administration

Coordinate office supplies, meetings, visitors and routine supplier enquiries, keeping day-to-day administration organised.

Obtain quotations, maintain purchasing records and collate invoices and expenses for finance review and authorised approval.

Assist with interview scheduling, onboarding arrangements, training bookings and confidential personnel administration as directed.

Improve templates, filing systems and administrative processes, and support research or business projects assigned by the directors.

The role operates within delegated authority.

Technical approvals, installation sign-off, complaint settlements and spending commitments must be referred to the authorised manager or director.

Essential experience and skills

Proven experience as an Executive Assistant, Personal Assistant or senior administrator supporting senior management.

Strong written English and a confident, professional telephone manner, with the ability to communicate with customers and colleagues at all levels.

Excellent organisation, attention to detail and follow-through, including managing several deadlines and changing priorities.

Confidence using Outlook, Word, Excel and shared digital systems, with the ability to learn CRM and workflow platforms.

Sound judgement, discretion and a practical approach to solving problems; able to work independently and escalate issues appropriately.

Desirable experience

Experience in heating, renewable energy, construction or another installation business; familiarity with air source heat pumps, MCS certification or Boiler Upgrade Scheme administration; and experience of customer complaints, project coordination or document control.

Measures of success

Performance will be assessed against agreed objectives, including reliable diary and inbox management, timely completion of actions, accurate records, proactive communication and early escalation of delays.

The role should give the directors clear visibility of outstanding matters and reduce the need for repeated chasing.

The postholder may undertake other reasonable duties consistent with the role.

Priorities will be agreed with the directors and reviewed as the business develops.

Pay: £35,000.00 per year

Experience:
• Executive assistant: 5 years (required).

Licence/Certification:
• Driving Licence (required).

Work Location: In person