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The role of the Installation Administrator is a key support role to ensure the smooth delivery of sold contracts through to completion. Working closely with the Installation & Operations Manager and Installation & Finance Administrator, to communicate timely updates to customers and various internal departments to provide excellent customer service.

Duties include:

Installations

• Timely and organised communication with customers, both verbally and electronically to keep them abreast of their project progression
• Issue post survey communications to the customer to advise of the proposed week commencing date for the project
• Support the Installation Manager to schedule planned works with external Builders, Plasterers, Plumbers and Electricians (1^st preparation for electrician and 2^nd ensure electrician tasks completed)
• As required ensure relevant materials and skips are ordered for all building jobs, diarising 2 weeks in advance & create a schedule of events for base payments.
• Timely booking of Building Regulations inspections as communicated by Installations Manager
• At all stages of the project, ensure AdminBase is updated to reflect the progress of the installation
• Support the Installation & Operations Manager to ensure all projects are on track requesting updates from Building Supervisor and Fitters. Communicate any delays to the customer and/or Sales Team
• Report on the progress of all install projects that have not yet been given a confirmed install date and discuss Installation & Operations Manager
• Report on value of installations booked
• Address any incoming calls from customers regarding any stage of the installation, updating AdminBase notes.

As required, provide support to the Installation & Finance Administrator to:

• *Collate the Fitters Installation packs which include; Minutes, Job sheet, all related designs & drawings, installation layout, surveyors notes and bagging list, to present to Installations Manager / Fitters, ensuring all documents are scanned into AdminBase, daily.
• *Collation of the Customer Maintenance Pack, including interim/final Invoice to present with Fitters Installation pack, daily.

Finance

• Support Installs & Finance Administrator to gain interim payments from customers for conservatory/building/roof projects and base payments.
• Support Installs & Finance Administrator to gain outstanding payments on completion of projects

The role of the Installation & Operations Manager is to manage all sold contracts through to completion. This is a pivotal role in the business, communicating directly with the customers and various internal departments to provide excellent customer service.

Duties include:

Installations

• Progression of all installation projects via the Supply and Fit process
• Attend site to perform progression and final inspections of all projects, daily/as required
• Timely and organised communication with customers, both verbally and electronically to keep them abreast of their project progression
• Liaison with Installation Supervisors on Surveys and Building Regulation requirements to complete projects
• Become the first point of contact following the initial conversation of the week commencing date with the customer, supported by the Install Administrator
• Liaise with Installs Administrator to issue post survey communications to the customer to advise of the proposed week commencing date for the project
• One week prior to install date, contact customer to confirm actual start date, discuss customers’ pre-installation responsibilities regarding burglar alarms / smart doorbell / removal of blinds. Advise name of the lead fitter where possible
• Schedule planned works with external Builders, Plasterers, Plumbers and Electricians (1^st preparation for electrician and 2^nd ensure electrician tasks completed)
• As required ensure relevant materials and skips are ordered for all building jobs, diarising 2 weeks in advance & create a schedule of events for base payments.
• Confirm that all projects are on track requesting updates from Building Supervisor and Fitters. Communicate any delays to the customer and/or Sales Team
• Ensure completed Fitters Installation Packs are returned to the Installs office, timely and accurately
• Create snagging lists from the final inspection/fitters installation packs as required and assign to relevant team to resolve
• Escalate complex issues and discuss options for resolving with Tech, Install Supervisors Surveyor and Building or MD, as required
• At all stages of the project, ensure AdminBase is updated to reflect the progress of the installation

Supervisors and Fitters

• Wage preparation; ensure all timesheets and clocking-in cards have been received from fitters in a timely manner, and are checked prior to final sign off
• Report department absences to HR and conduct return to work / performance review meetings
• Perform regular 1-2-1s with Supervisors, Fitting teams and Administrators and feedback to the business
• Co-ordinate training requirements for the installation team

Administration

• Ensure the Installation Administrator has prepared installation packs to present to fitters, daily

Warehouse

• Oversee the sourcing of special items e.g. GBP(General building Plastics) & Cladding
• Oversee the maintenance of the site with the WH team
• Prepare and communicate the weekend Trade Counter rota with the WH team
• Perform regular 1-2-1s with the WH team and feedback to the business

As a member of the Technical team, the Order Processor has a varied role which involves overseeing the Trade arm of the company, reviewing Sales Contracts, post-survey and confirming costings are accurate as well as ordering product to meet installation lead time.

Duties include:

• Assessing completed surveys to confirm costs are calculated accurately and any amendments are highlighted and communicated to the install sales team.
• Ensuring we are purchasing goods at the correct market value; requesting quotes from our suppliers’ competitors to ensure we are competitive and receiving best discount
• Chasing late or missing deliveries.
• On-boarding new suppliers.
• Manage and assist in raising purchase orders, as well as reviewing the completeness of each job file to ensure all parts have been ordered and delivered on time.
• Prepare delivery notes for the warehouse to receive orders for install and stock.
• Ensure product and items on bagging lists, are ready for the fitting teams at least one week prior to fitting date and present to Install team.
• Support the Warehouse team by serving trade customers, producing quotes and purchase orders for trade customers / supply only consumers.
• Update relevant delivery/order details regarding specific contracts on AdminBase.
• Support the Service department with ordering of parts, as required.
• Support the Warehouse team in resolving issues related to defect / incorrect products being received, reporting all issues to the relevant Supplier in a timely manner.
• Adhere to Health and Safety regulations and company policies at all times.
• Assist other departments with essential activities and projects as and when required.