Service Operations Administrator

Vacancy No 5620

Job Title SERVICE OPERATIONS ADMINISTRATOR

Location: WIMBLEDON, SOUTH WEST LONDON

PLEASE NOTE: The ideal candidate will be based within a reasonable commuting distance of Wimbledon, South West London.

Job Description

Are you an experienced Service Administrator or Engineering Administrator with a strong background in managing paperwork, maintaining accurate records and supporting busy service operations?

Do you have excellent organisational skills, strong attention to detail and the confidence to take ownership of administrative processes, ensuring outstanding actions are followed through and completed?

We are partnered with a highly respected and established UK HVAC business with an excellent reputation for delivering technically led heating, cooling and ventilation solutions across the built environment.

This is an excellent opportunity for an organised and proactive Service Administrator to join an established service operation based in Wimbledon, South West London.

Previous experience within HVAC, refrigeration, air conditioning or a related engineering service environment would be particularly advantageous. However, our client is equally interested in individuals with strong transferable administration skills who can demonstrate the ability to manage documentation, maintain accurate records and support operational processes effectively.

The Company

My client is a successful and well-regarded UK HVAC product, service and turnkey solutions provider with a strong reputation built through professionalism, technical expertise and customer service.

The business supports customers across a broad range of commercial, industrial and specialist environments, providing high-quality HVAC solutions including chillers, heat pumps, air conditioning, air handling units, ventilation and associated equipment.

With a strong commitment to service delivery, employee development and long-term growth, the business offers an excellent working environment and the opportunity to develop within a technically credible and established organisation.

The Opportunity

Working as part of an established service team, you will play an important role in supporting the administrative and operational activities of a busy HVAC service department.

The position involves managing service documentation, maintaining accurate records, tracking refrigerant cylinder hire arrangements, supporting F-Gas compliance administration and processing paperwork to facilitate timely invoicing.

Working closely with Service Coordinators, engineers and internal departments, you will take ownership of outstanding documentation, resolve administrative discrepancies and ensure important tasks are followed through to completion.

This is a hands-on administrative role requiring someone who is organised, methodical and confident working independently within a busy service environment.

Responsibilities

• Manage and maintain service-related paperwork, records and administrative documentation, ensuring information is complete, accurate and properly organised.
• Process and maintain engineer job sheets, service reports and associated documentation received from Service Coordinators and the wider engineering team.
• Monitor and maintain accurate records of hired refrigerant cylinders, including their allocation, location, hire status, collection and return.
• Track cylinder hire periods, identify outstanding or overdue returns and proactively follow up to minimise unnecessary additional rental charges.
• Maintain and organise relevant F-Gas certification records and associated compliance documentation, identifying missing, incomplete or potentially expired information for appropriate follow-up.
• Collate, review and process completed service paperwork and supporting documentation to assist with accurate and timely invoicing.
• Liaise with Service Coordinators and internal departments to obtain outstanding information and resolve discrepancies affecting administrative completion or invoicing.
• Monitor incomplete documentation and outstanding administrative actions, ensuring matters are progressed and followed through to completion.
• Maintain accurate electronic records, spreadsheets and relevant service management systems.
• Liaise with engineers, suppliers and internal colleagues regarding documentation, cylinder movements and associated administrative requirements.
• Identify administrative discrepancies, maintain effective record-keeping procedures and contribute to the smooth and efficient operation of the wider service department.

Knowledge, Skills and Experience Required

Essential experience and attributes include:

• Proven experience in service, operations, engineering, maintenance or similar administration within a busy working environment.
• Strong experience managing documentation, maintaining accurate records and supporting administrative processes.
• Excellent organisational skills, attention to detail and the ability to manage competing priorities and deadlines.
• A proactive approach to chasing outstanding information, resolving discrepancies and following tasks through to completion.
• Good IT skills, particularly Microsoft Excel, Outlook and electronic record-keeping systems.
• Strong communication skills, with the confidence to work independently, take ownership and liaise effectively with colleagues and suppliers.

Additional experience that would be advantageous:

• Previous experience within HVAC, refrigeration, air conditioning, building services, facilities maintenance or a related engineering environment.
• Familiarity with engineer job sheets, service reports, purchase orders and invoicing procedures.
• Experience tracking hired equipment, monitoring rental periods and coordinating returns.
• Understanding of F-Gas documentation, refrigerant cylinder administration or service management systems.

Previous HVAC experience is not essential. The priority is strong administrative competence, accuracy, organisation and effective follow-through.

The Person

This opportunity will suit an experienced, organised and proactive administrator who takes pride in maintaining accurate records, managing paperwork and ensuring important tasks are completed properly.

You may come from HVAC, engineering, facilities maintenance or another service-led environment where accurate administration and operational follow-up are essential. Most importantly, you will be dependable, methodical and confident managing your own workload while supporting a busy operational team.

What’s in it for you?

• Competitive basic salary up to £40,000, depending on experience
• Established and supportive service team
• Varied position with responsibility for key operational processes
• Long-term career development and progression opportunities
• Opportunity to join a highly respected UK HVAC business

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