Office & Project Administrator

Job Title: Office & Project Administrator

Location: Unit 16 Northbrook Business Park, Worthing, BN14 8PQ (on-site)

Reports to: General Manager

Employment Type: Full-time (37 hours per week)

Salary: £25,000 - £27,000 per annum

About Here4Heat

Here4Heat is part of the Platinum Eco Services Group, delivering low-carbon heating, renewable energy, and retrofit solutions across the UK.

We specialise in the installation and maintenance of Air Source Heat Pumps, hybrid systems, air conditioning, and energy-efficient heating solutions for both private and government-funded schemes. In addition, we provide a full range of plumbing and heating services, including boiler installations, boiler servicing, radiator upgrades, and general plumbing works.

As we continue to expand, we're looking for an Office & Project Administrator who will play a key role in ensuring efficient office management and supporting the delivery of plumbing and heating projects from start to finish. You will liaise with clients, suppliers, engineers, and management, providing essential administrative support to keep projects on track and the office running smoothly.

We are looking for someone who wants to grow with us, so if you're seeking an opportunity to be part of a fast-growing company and would like to progress in your career, we would love to hear from you

Key Responsibilities:

Office Administration:

• Answer and manage incoming calls, emails, and other correspondence professionally.
• Maintain accurate filing systems (both electronic and paper-based).
• Update and manage client, supplier, and subcontractor records.
• Process invoices, purchase orders, and assist with basic bookkeeping tasks.
• Order office and site supplies, ensuring stock levels are maintained.
• Support the Operations Manager and Directors with day-to-day administrative tasks.
• Prepare and distribute documents such as quotes, service agreements, and reports.
• Liaise with customers from project quotation through to completion.
• Perform sales related calls and emails, liaising with Surveyors and Engineers on leads and quotations.

Project Administration:

• Support project scheduling, ensuring jobs are allocated efficiently.
• Assist in coordinating engineers' diaries and booking appointments.
• Track project progress and ensure deadlines and budgets are met.
• Prepare project-related documentation, including method statements, risk assessments, and compliance paperwork.
• Liaise with clients and suppliers to coordinate materials, deliveries, and access arrangements.
• Assist with compliance management (Gas Safe Certifications, Warranty documentation).
• Update project management systems and keep stakeholders informed.

Client Service:

• Provide excellent customer service by keeping clients informed about project progress and addressing any queries.
• Handle initial client enquiries, book surveys, and follow up on quotations.
• Take and process customer payments over the phone.
• Champion collecting customer feedback.

Skills and Experience:

• Previous experience in an administrative or project support role (construction, plumbing, or heating industry preferred but not essential).
• Strong organisational and multitasking abilities.
• Excellent communication skills, both verbal and written.
• Competence with Microsoft Office (Word, Excel, Outlook) and CRM/project management software.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Experience handling confidential information with discretion.

Qualifications:

• Qualifications in Business Administration or Project Management (desirable).

What We Offer:

• Competitive salary and benefits (if the business does well - so do you)
• Opportunities for career development and training.
• Discretionary annual bonus
• Potential for commission-based earnings with sales.
• Friendly and supportive working environment.
• Pension scheme.
• Free food Fridays

Job Type: Full-time

Pay: £25,000.00-£27,000.00 per year

Work Location: In person