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.