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

Office Administrator