Gas Team Administrator / Service Coordinator

Gas Team Administrator / Service Coordinator

Location: Fareham, Hampshire
Employment: Permanent, Full-Time – Office Based
Salary: £27,000 – £32,000 DOE

Company & Role Overview

Valoris Group is recruiting on behalf of our client, an established family-run heating, cooling and renewable energy company based in Fareham. The business provides installation, service and repair support across gas, heating, heat pumps, air conditioning, Solar PV and other renewable technologies.

This role sits directly within the gas / heating operation and is responsible for keeping engineers, customer appointments, paperwork and follow-up works organised. the business has previously recruited successfully for administration support through Valoris, so this brief builds on the original Administrator role but is more specifically focused on the service and gas team.

The successful person will be the central link between customers, field engineers and management. They need to be organised, confident on the phone and comfortable working in an environment where engineer diaries, breakdowns and customer priorities can change throughout the day.

Key Responsibilities

• Answer incoming customer calls and emails professionally
• Book gas servicing, heating maintenance and breakdown appointments
• Manage and coordinate engineer diaries
• Plan efficient daily workloads based on geography, urgency and engineer capability
• Respond to reactive breakdowns and help rearrange schedules where required
• Provide customers with appointment confirmations and progress updates
• Maintain accurate customer and job records within the CRM / job-management system
• Ensure engineers have the correct job information before attending site
• Monitor outstanding jobs, return visits, remedial works and follow-up actions
• Record engineer notes and ensure required actions are passed to the correct person
• Assist with quotes, estimates and administration relating to follow-on works
• Raise or process purchase orders where required
• Support invoice preparation and job completion administration
• Maintain gas-service, compliance and customer documentation
• Support parts / materials coordination and engineer requirements
• Liaise with customers, landlords, letting agents and other client contacts where required
• Work closely with engineers, the gas / heating team and company management
• Provide general administrative support during busy periods
• Maintain accurate filing and electronic records

What They Need

• Previous administration, scheduling, service coordination or operations experience
• Strong telephone manner and confident customer communication
• Ability to manage several priorities simultaneously
• Good attention to detail and accurate record keeping
• Comfortable working with engineer diaries and appointment scheduling
• Competent with Microsoft Office and confident learning CRM / job-management software
• Proactive approach – able to chase outstanding information and keep jobs moving
• Professional when dealing with customers who may be calling because of a breakdown or heating problem
• Reliable and comfortable working as part of a busy office team

Highly Desirable Background

• Gas, heating, plumbing, HVAC or boiler service company
• Facilities management or field-service administration
• Construction / engineering administration
• Engineer scheduling or dispatch
• Service / maintenance coordination
• Experience with quotations, purchase orders or invoicing
• Understanding of Gas Safe / service paperwork or compliance records

Typical Day

A typical day could include arranging routine boiler services, assigning an urgent breakdown to the most suitable engineer, updating a customer on an engineer's arrival time, recording completed works, arranging a return visit for remedial work, helping prepare a quote and making sure the following day's engineer diaries are accurate and achievable.

What Good Looks Like

the business needs someone who keeps control of the detail. Engineers should know where they are going and what they are attending, customers should be kept informed, and outstanding jobs should not disappear into the system. The successful person will take ownership rather than simply pass messages around the office.

Package & Benefits

• £27,000 – £32,000 depending on experience
• Permanent full-time employment
• Office-based position in Fareham
• Stable role within an established family-run company
• Opportunity to become a key part of the gas / heating operation
• Potential progression into senior service coordination / operations responsibilities

How to Apply

Apply with your CV or contact Valoris Group for a confidential discussion.