Position Overview

Role: Office Administration Assistant

Industry: Heating, Ventilation and Air Conditioning (HVAC) / Mechanical Services

Location: Office-based

Employment Type: Full-Time

Key Responsibilities

As an Office Administration Assistant in the HVAC industry, you’ll support the smooth running of office processes and help keep administrative information organised.

You’ll communicate professionally with customers and colleagues, manage records and use office software to support the team’s day-to-day work.

General Office Support:
• Handle incoming calls with professional phone etiquette, take clear messages and direct enquiries to the appropriate colleague.
• Assist project managers and engineers with general administrative tasks, filing, scanning, uploading photographs and job report/commissioning sheets to the relevant client directory.

• Email correspondence to both suppliers and customers.
• Manage and update hire schedules for plant machinery and other equipment required on-site.

Follow up with deliveries and collections as necessary.

Purchasing & Procurement:
• Assist with placing purchase orders for materials, equipment and parts with approved suppliers.
• Track order deliveries and follow up on any backorders or discrepancies.

Costing & Financial Tracking:
• Update internal costing sheets and monthly sales/orders reporting logs accurately.
• Assist with matching invoices against purchase orders.

Client Documentation & Compliance:
• Generate, maintain and update client asset registers and F-Gas report logs for new air conditioning equipment installed.
• Compile, organise and manage Operation and Maintenance (O&M) manuals for completed projects.
• Process equipment warranty registrations with manufacturers in a timely manner.

Engineer Training Qualifications & Sub-Contractor Compliance
• Help maintain sub-contractor records and keep up to date insurance documents on file.
• Update training logs as and when required and assist booking relevant training courses where necessary.

Health & Safety Compliance
• Assist with the generation of method statements for upcoming works and projects.
• Help to keep Health & Safety accreditation portals up to date, compile relevant information and upload documentation as required.

Key Requirements & Qualifications

Experience:

Proven experience in an office administration role, ideally within the construction, engineering, or HVAC/trades industry would be advantageous.

Technical Skills:
• Practical computer skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Professional phone etiquette.

• Preferred: Basic familiarity with AutoCAD or drawing-viewing software (not essential).

Soft Skills:
• Strong attention to detail, particularly with numbers, data entry, and costing sheets.
• Excellent organisational and time-management skills.
• Clear verbal and written communication skills.

What We Offer
• Competitive salary.
• Opportunities for professional growth and internal training within the HVAC sector.
• Supportive, team-oriented office environment.

Pay: £26,000.00-£28,500.00 per year

Work Location: In person