SERVICE OPERATIONS ADMINISTRATOR

Location: Wimbledon, South West London | Vacancy No: 5620

Are you an organised and proactive administrator with experience managing paperwork, maintaining accurate records and supporting busy service or engineering operations?

We are working with a highly respected UK HVAC business seeking a Service Operations Administrator to join its established team in Wimbledon.

The company provides heating, cooling and ventilation solutions across commercial, industrial and specialist environments. This is an excellent opportunity to join an established business offering long-term career development.

Previous experience within HVAC, refrigeration, air conditioning or engineering would be advantageous, but is not essential. Strong administration skills, attention to detail and the ability to follow tasks through to completion are the priorities.

THE ROLE

Working within a busy service department, you will support the administrative and operational activities of the engineering team.

Your responsibilities will include managing service documentation, maintaining accurate records, monitoring refrigerant cylinder hire arrangements, supporting F-Gas compliance administration and processing paperwork to facilitate timely invoicing.

You will work closely with Service Coordinators, engineers and internal departments, ensuring outstanding documentation is chased, discrepancies resolved and administrative tasks completed efficiently.

KEY RESPONSIBILITIES

• Manage and maintain service paperwork, records and administrative documentation.
• Process engineer job sheets, service reports and supporting documents.
• Maintain accurate records of hired refrigerant cylinders, including allocation, location, collection and return.
• Monitor cylinder hire periods and chase overdue returns to minimise additional rental costs.
• Maintain F-Gas certification records and compliance documentation, identifying missing or expired information.
• Collate and process completed service paperwork to support accurate and timely invoicing.
• Liaise with Service Coordinators and engineers to obtain outstanding information and resolve discrepancies.
• Monitor incomplete documentation and ensure outstanding tasks are followed through to completion.
• Maintain electronic records, spreadsheets and service management systems.
• Support the smooth and efficient running of the wider service department.

EXPERIENCE & SKILLS

Ideally, you will have:

• Previous experience in service, operations, engineering or general administration.
• Strong document management and record-keeping skills.
• Excellent organisational skills and attention to detail.
• The ability to manage competing priorities and deadlines.
• A proactive approach to chasing outstanding information and resolving issues.
• Good IT skills, particularly Microsoft Excel and Outlook.
• Strong communication skills and the confidence to work independently.

Desirable experience:

• Background in HVAC, refrigeration, air conditioning, building services or facilities maintenance.
• Familiarity with engineer job sheets, service reports and invoicing procedures.
• Experience tracking hired equipment and coordinating returns.
• Knowledge of F-Gas documentation or refrigerant cylinder administration.

Please note: Previous HVAC experience is not essential. Strong administration skills, accuracy and organisation are the key requirements.

THE IDEAL CANDIDATE

You will be dependable, methodical and proactive, taking pride in maintaining accurate records and ensuring important administrative tasks are completed properly.

You may come from an engineering, facilities, service-led or general administration background and be looking for an opportunity to develop your career within an established technical business.

WHAT'S IN IT FOR YOU?

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

If you have excellent administration skills and enjoy keeping busy operations running smoothly, we'd love to hear from you. Apply today!