Office Administrator in Birmingham

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, Hub Spot).
• 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 escalated 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
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