Installation Administrator

We're seeking a highly organised and proactive Administrative Assistant to provide dedicated support to our UK Installation & Survey Manager.

This role sits at the operational hub of the Installation team — it doesn't just support one manager, it keeps information moving accurately and on time between everyone who touches an installation: clients, account managers, surveyors, installation engineers, and internal reporting functions.

The successful candidate will manage communication, maintain schedules and records, and act as the connective tissue that keeps multiple stakeholders aligned, translating client requirements into field-ready jobs, and field activity back into accurate records and reporting.

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys a varied workload, and takes genuine satisfaction in coordinating a field-based team across multiple priorities.

About Selecta

At Selecta, we're passionate about delivering exceptional service and helping millions of consumers and employees stay refreshed throughout the day.

As a leading international provider of unattended food, drink and convenience solutions, we partner with world-class brands and operate across extensive national networks.

Innovation, safety, and customer experience are at the heart of everything we do.

We're proud to create workplace experiences that make a difference, one coffee, one snack, and one smile at a time.

• Installation Team Planning & Coordination (25% of time)
• Support scheduling and diary management for the Install & Survey team alongside the local engineers supporting on Installations, coordinating engineer/surveyor availability directly against client bookings
• Plan and adjust job schedules in response to changes, delays, or cancellations across multiple platforms (Televend / OTC / internal trackers), keeping every system in sync
• Liaise directly with field engineers/surveyors to confirm job details, share updates, and relay client information. The day-to-day link between office and field
• Maintain accurate, up-to-date job trackers, calendars, and installation records that management and other departments rely on for visibility
• Prepare paperwork and documentation including RAMs, needed ahead of site visits for all engineers, coordinating with Sales/Account Management for job specifications where needed
• Client Communication (35% of time)
• Act as first point of contact for clients regarding survey and installation bookings, updates, and queries, the face of the department for day-to-day client contact
• Send confirmations, reminders, and status updates to clients ahead of surveys/installations, keeping expectations aligned with what the field team can deliver
• Handle incoming calls and emails, resolving routine queries directly and escalating complex or commercially sensitive issues to the Manager or relevant Account Manager
• Maintain a professional, helpful tone in all client-facing communication, protecting the relationship between the client and the wider business
• General Administrative Support (25% of time)
• Provide day-to-day admin support to the UK Installation & Survey Manager
• Maintain accurate records/databases (CRM, spreadsheets, job management systems) that feed into wider business reporting
• Assist with reporting — e. g. weekly movement completions, weekly forecasting, movement abort tracking / reporting, scheduling overviews, client feedback — often consolidating input from field, sales, and management
• Input stock takes for engineers, ensuring inventory data is accurate for both Operations and Finance
• Support ad hoc Installation projects and process improvements/changes for the department, often working across teams to implement changes using various trackers specifically Gantt Chart tracking
• How This Role Connects Across the Business

This role sits between the client, the field team, and internal management, it interacts with several departments on a regular basis:

• Clients: The first point of contact for bookings, updates, and queries; the tone and accuracy of this contact directly shape the client's experience of the business.
• Sales / Account Managers: The coordination on job specifications, client expectations, and escalation of commercial issues that fall outside routine admin.
• Field Engineers & Surveyors: Daily two-way communication on job details, schedule changes, and site requirements; this is the most time-intensive relationship in the role.
• Installation & Survey Manager: Direct reporting line; day-to-day admin support, escalation point for anything beyond the postholder's remit.
• Stock-take inputting: Data that feeds into cost tracking and inventory management for the Installation Engineers.
• Management / Reporting functions: Regarding job completion rates, scheduling overviews, and client feedback are consolidated by this role and passed onward for business reporting.

Essential

• Proven experience in an administrative, coordinator, or scheduling support role
• Excellent verbal and written communication skills, confident dealing directly with clients
• Highly organised with strong attention to detail and the ability to manage multiple schedules/tasks at once
• Comfortable using Microsoft Office (Teams, Outlook, Excel, Power Point, Word) and general scheduling/CRM systems
• Able to work well under pressure and adapt when plans change at short notice
• A team player who's happy coordinating with field-based staff as well as office colleagues
• Ability to interpret data and present findings clearly to support decision-making
• Comfortable presenting to stakeholders remotely via Microsoft Teams, with availability to join virtual meetings as required"

Desirable

• Experience supporting an installation, field service, survey, trades, or logistics team
• Familiarity with job/scheduling management software (e. g. Televend / Infor M3 / Share Point)
• Understanding of the installation/survey process within the coffee/vending industry

What’s in it for you?

• 25 days of annual leave plus bank holidays
• Life assurance equivalent to 2x your yearly salary
• Five weeks of occupational paid sick leave for added security
• Extended leave policy for greater flexibility
• Free parking at our Head Office and other depot locations
• Unlimited coffee and tea at our offices to keep you refreshed
• Clear career progression paths with development opportunities
• Strong leadership support to help you thrive
• Employee recognition scheme to celebrate your contributions
• Mental health and wellbeing support, including access to mental health first aiders
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