Project Coordinator in Irvine

Who we are: Green Home Systems (GHS) were established in 2014 as a family business and have grown over the last decade to become one of Scotland’s leading whole-house retrofit installers. Headquartered in Irvine, Ayrshire and operating exclusively in Scotland, our vision is to upgrade Scotland, sustainably. We install energy-efficient measures in commercial and domestic properties, including Air Source Heat Pumps, Solar PV, Battery Storage, EV Charge Points and all major and minor Insulation, helping our customers reduce bills, save energy and contribute to Scotland’s net-zero ambitions. We’re growing fast and our private domestic and commercial pipeline is expanding, we need a sharp, driven Project Coordinator to help us convert more opportunities into bookings. We believe in rewarding results as part of the commercial performance.

The role:

• Create detailed Schedules of Works (SOW) and prepare MCS contracts accurately and compliantly.
• Coordinate directly with customers to issue documentation, arrange signing, and keep them informed at every stage.
• Organise and schedule surveys, EPCs and installations paperwork, ensuring jobs are resourced and sequenced correctly.
• Handle customer questions and queries promptly and professionally.
• Record and maintain accurate sales booking and project data on the CRM, working closely with our Energy Consultants.
• Operate confidently across both HubSpot and Simpro, keeping records complete and up to date.
• Act as the link between sales, operations and customer service, ensuring nothing slips between teams and delivering a high standard of customer journey.
• Support the delivery of social housing and commercial projects alongside domestic work.
• Identify risks and blockers early and escalate them to the Sales Operations Manager.
• Arrange post install contact with customers for feedback and commentary.

The individual:

• Exceptional attention to detail, accuracy is non-negotiable in this role.
• Commercially focussed and someone who wants to deliver an excellent customer journey naturally.
• Highly organised, with a proven ability to manage a high volume of projects at once.
• A confident, clear communicator, comfortable dealing directly with customers, contractors and colleagues.
• Systems-literate and data-confident; happy living in a CRM and job-management platform.
• Calm, proactive and solutions-focused when things get busy.
• A genuine “data, detail, delivery” mindset - someone who takes ownership and gets things done.
• Able to work independently as well as within a team.
• Career-driven and motivated to grow with a fast-moving, ambitious business.
• Experience in retrofit, renewables, construction or a scheme-funded delivery environment is an advantage.

Additional benefits:

• Highly competitive quarterly sales bonus opportunity.
• Private health care.
• Company pension.
• Be part of a growth group company, able to shape the future of the business.
• Company culture perks.
• Early finish on a Friday.