Installations Coordinator

Job summary

Job Title:  Admin Installation Coordinator Department:  Gas Installation Department Reporting to:  Team Leader Parts and Ordering Hours:  Monday – Friday, 8am – 5pm May have to work weekends Job Description: We are seeking a highly organized and proactive Admin Installation Coordinator to join our Gas Installation Department. This full-time position is essential for maintaining high levels of control, monitoring, and consistency in performance within the department. The successful candidate will support the existing team by managing daily operations related to allocated engineers, timesheets, ordering, and all associated paperwork. Comprehensive training will be provided to ensure you excel in this role. Key Responsibilities: Communicate effectively with agencies and direct subcontractors via phone and email regarding subcontractor timesheets. Ensure that all jobs issued have the necessary information and materials ordered for completion on the first visit. Raise orders for subcontractors and approve timesheets for payment processing. Process timesheets and pass them to the accounts department for timely payments. Review and approve scaffolding invoices, ensuring all relevant information is provided before forwarding to accounts for payment. Update the in-house scaffold register and send monthly updates to clients. Register new installed gas appliances in various portals. Prepare invoicing packs for completed jobs. Process purchase orders for both future bookings and same-day orders. Update the planned work list and distribute it to clients on a weekly basis. Clear outstanding purchase orders recorded in your log. Check engineers’ diaries and send job numbers to suppliers for the following working days. Action relevant emails related to orders and materials in a timely manner. Carry out any other reasonable management requests to support the installation department’s service and delivery. Perform ad hoc duties as necessary to ensure the smooth operation of the installations department. Qualifications and Skills: Previous experience in an administrative role, preferably within the construction or installation industry. Strong organizational and time management skills. Excellent communication skills, both written and verbal. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Ability to multitask and prioritize tasks effectively. Attention to detail and problem-solving skills. A proactive and adaptable approach to work.