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

If you are interested in applying for this job, please make sure you meet the following requirements as listed below.

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. xwzovoh
• Professional and customer-focused attitude.