Project Co-ordinator

**Salary**: £26,000 - £30,000 per annum depending on experience
**Role type**: FTC with opportunity to convert to perm
**Location**: Office-Based role, Sheffield
**Reporting to**: Operations Director, IMS

**About IMS**:
At IMS Heat Pumps, we’re more than just a business; we’re a family and friends team with a shared history of collaboration. With offices in Perth and Sheffield, we united our expertise to establish IMS Heat Pumps Limited in 1997. Our mission is to provide top-notch design, installation, commissioning, service, and maintenance of Ground and Air Source Heat Pumps. Join us if you’re eager to work with a close-knit, experienced team, contribute to a pioneer in renewable energy, and be part of a business that combines professional excellence with a warm, inclusive atmosphere.

**Key Achievements**:
**£85m+ Capital Raised -** We’ve raised over £85m to-date from leading global investors including Legal & General Capital and specialist energy VCs

**6 Acquisitions** - We've expanded our operations by acquiring four key companies across financing (Hometree Finance - formerly Bewarm), home cover (Your Repair) and energy services (Geowarmth, The Little Green Energy Company, IMS and GreenGen).

**100k Homes Covered** - We cover over one hundred thousand homes across the UK

**280+ Employees** - We have over 280 passionate employees transforming the industry across the Group, one home at a time

**The Role**:
As Project Co-ordinator, you’ll be the operational hub for our renewable energy installations and service operations. You’ll manage the full lifecycle of heat pump, solar PV, and battery projects—from sales handover to commissioning and client handover—while also coordinating reactive fault calls, maintenance visits, and annual servicing schedules.

This role demands a sharp mind and a steady hand. You’ll be juggling multiple projects, deadlines, and stakeholders—often all at once. If you thrive on spinning plates and turning chaos into clarity, this is your stage. You’re the list-maker extraordinaire, the calm in the storm, and the person everyone turns to when things need to get done right, and fast.

You’ll work closely with engineers, suppliers, and clients, making strong relationships with all stakeholders, to ensure smooth delivery and ongoing support, all while keeping timelines tight and communication crystal clear.

**Responsibilities**:
**Project Lifecycle Management**
- Coordinate installation projects for heat pumps, solar PV, and battery systems
- Review new jobs post-sales handover using simPRO and internal scripts
- Confirm site readiness, delivery timelines, and installation phases
- Schedule all elements of installation works including drilling, groundworks, electrical works, scaffolding and commissioning - over several visits if required
- Liaise with suppliers to order heat pumps, solar panels, inverters, batteries, cylinders, and controls
- Track project progress and update internal systems with planned and confirmed views
- Prepare handover documentation and servicing setup

**Client & Stakeholder Communication**
- Maintain regular contact throughout the project lifecycle
- Provide updates, manage expectations, and resolve queries
- Remind clients of site readiness requirements and installation milestones

**Administration & Reporting**
- Maintain accurate job records, attachments, and delivery schedules
- Invoice clients at relevant stages (deposit, delivery, completion)
- Register warranties, building control, and insurance post-installation
- Generate weekly/monthly reports on project delivery and profitability

**Engineer & Operations Support**
- Schedule engineers and confirm resource availability
- Conduct PPE, van, and equipment checks
- Support training coordination and job readiness
- Flag technical queries to Senior Engineers or Sales team
- Assist with stock management, missing items, and reorders

**Reactive Maintenance & Servicing**
- Handle incoming fault calls and schedule reactive maintenance visits
- Coordinate engineer availability for urgent repairs and diagnostics
- Maintain service logs and ensure timely resolution of issues
- Schedule and manage annual service appointments for installed systems
- Communicate service reminders and follow-up with clients

**What we’re looking for**:

- ** Sales & Customer Service**: Sales, negotiation, customer service experience - some of our best people had never seen a heat pump before they came to work for us.
- **Communication**: Excellent written and verbal communication - you’ll be using the phone a lot
- **Microsoft Office**: Proficient in Microsoft Office specifically Outlook and Basic Excel
- **Time Management**: Time management and attention to detail
- **Problem-Solving**: Problem-solving and numeracy skills
- **Teamwork**: Team player with self-starting initiative
- **Learning**: Quick learner with thirst for new knowledge

**_ Extra Credit:_**
- ** Project Management Tools**: Familiarity with simPRO or similar