Office Administrator

Department: Administration / Operations
Location: Birmingham
Reports To: Operations Manager / Business Manager
Job Type: Full-time / Permanent

Job Summary:

We are looking for a detail-oriented and proactive Office Administrator to support day-to-day operations within our ECO4 grant delivery team. The role involves managing documentation, coordinating with customers and contractors, and ensuring smooth workflow for government-funded boiler and insulation installations across the UK. This is a vital role in maintaining compliance and operational efficiency under the ECO4 scheme.

Key Responsibilities:

General Administration

• Handle incoming calls, emails, and queries from customers, surveyors, and installation teams.
• Maintain digital and physical filing systems for customer records, applications, and compliance documents.
• Assist with scheduling surveys, installations, and follow-ups.
• Input and manage data across CRM platforms (e.g., Salesforce, Zoho, HubSpot).

ECO4 Scheme Support

• Prepare and submit ECO4 grant paperwork (eligibility documents, declarations, proof of benefits, EPC reports).
• Ensure that applications are complete and compliant with Ofgem guidelines.
• Liaise with Retrofit Coordinators, Assessors, and Installers to track job progress.
• Upload and monitor documents on Ofgem and funder portals (where applicable).

Scheduling & Coordination

• Book appointments for surveyors and installers with homeowners/tenants.
• Coordinate diaries and travel schedules for field staff.
• Track job progress from initial inquiry to final installation and sign-off.

Data Management & Reporting

• Maintain accurate records of completed and pending ECO4 jobs.
• Generate weekly and monthly reports on application status, leads, and completions.
• Assist in audits and quality checks with documentation and reports.

Customer Service

• Provide excellent service to applicants during the grant process.
• Follow up on missing documentation or incomplete applications.
• Handle basic complaints and escalate issues to the appropriate team members.

Skills & Experience Required:

• 1–2 years of administrative experience (experience in energy, housing, or construction preferred).
• Knowledge of ECO4 or ECO schemes is highly desirable.
• Excellent attention to detail and organizational skills.
• Strong communication skills (written and verbal).
• Proficient with Microsoft Office, Google Workspace, and CRM systems.
• Ability to multitask and prioritize in a fast-paced environment.

Qualifications:

• GCSEs or equivalent required; A-Levels or NVQ in Business Administration preferred.
• ECO4 training or familiarity with PAS2035 roles is a plus.

Benefits:

• Competitive salary
• Training on ECO4 compliance and documentation
• 28 days holiday including bank holidays
• Career progression opportunities
• Pension scheme