Administrator

Administrative Assistant (Solar Industry)

£26000

Hours: Monday–Friday, 9:00–17:00

Department: Operations / Back Office Reports to: Office Manager

Location: Office based – Oxforshire

Role Purpose

The Administrative Assistant provides essential operational support to ensure the smooth running of the solar installation and service workflow. This role manages ordering, back-office administration, and customer communication, helping the business deliver an efficient, professional, and responsive service.

Key Responsibilities

1. Ordering & Procurement

• Raise purchase orders for solar panels, inverters, batteries, mounting systems, and other materials.
• Track deliveries, chase suppliers, and ensure stock arrives on time for scheduled installations.
• Maintain accurate records of supplier pricing, lead times, and product availability.
• Liaise with warehouse or installation teams to confirm stock levels and resolve discrepancies.

2. Back Office Administration

• Maintain accurate customer records, job files, and documentation in CRM or internal systems.
• Prepare and issue paperwork such as installation packs, warranties, and compliance documents.
• Support scheduling by coordinating with surveyors, installers, and subcontractors.
• Process invoices, receipts, and job completion documents as required.
• Assist with internal reporting, data entry, and general office organisation.

3. Customer Communication

Email Handling:

• Respond to customer enquiries regarding quotes, installation timelines, product information, and aftercare.
• Monitor shared inboxes and ensure all messages are answered within agreed timeframes.
• Escalate technical or complex queries to the appropriate team.

Telephone Support:

• Answer incoming calls professionally and direct them to the correct department.
• Provide updates on job progress, delivery dates, and service appointments.
• Log customer issues or complaints and ensure follow-up actions are completed.

Skills & Competencies

Essential

• Strong organisational and multitasking abilities.
• Excellent written and verbal communication.
• Confident telephone manner.
• High attention to detail and accuracy.
• Competent with Microsoft Office (Outlook, Excel, Word).
• Ability to learn CRM or job management systems quickly.
• Proactive approach to problem-solving.

Desirable

• Experience in the renewable energy or construction sector.
• Knowledge of solar products (panels, inverters, batteries).
• Familiarity with procurement or stock management processes.

Experience & Qualifications

• Previous administrative or office support experience required.
• Customer service experience (email and phone) preferred.
• Procurement or ordering experience beneficial but not essential.
• No specific qualifications required, though business admin training is a plus.

Personal Attributes

• Reliable, punctual, and consistent.
• Calm under pressure and able to prioritise effectively.
• Friendly, approachable, and team-oriented.
• Professional and customer-focused attitude.

…