Job Description

The Role

Join a growing, well-established HVAC business and play a key role at the heart of the organisation.

We are looking for an organised, proactive

Administrative Assistant

to support our Directors and wider team. This is an excellent opportunity for someone who enjoys variety, responsibility, and being relied upon to keep things running smoothly.

You will work closely with senior leadership, engineers, clients, and suppliers, becoming a central point of coordination within the business. No two days will be the same, and your contribution will have a real impact on the success and growth of the company.

If you are confident, detail-focused, and thrive in a busy environment, this role offers stability, development, and the chance to build a long-term career.

You will join us on a full time, permanent basis and in return you will receive a competitive salary plus excellent benefits. This is an office-based role working 39 hours per week Monday to Friday.

About IRS

Established in 1990 and currently experiencing a successful period of controlled growth, IRS carries out Service, Maintenance and Installation works on Refrigeration, Air Conditioning and Ventilation equipment at many sites across the Midlands region and beyond. Our current portfolio of contracts ranges from small commercial businesses up to large commercial and industrial businesses.

If you're looking for a role that encourages and rewards hard work, flexibility, commitment and initiative and to be part of a team of like-minded individuals with a great working environment in a business that is going places, then IRS may be a great choice for you.

Main Duties and Responsibilities

Executive Support

Manage diaries, schedule meetings, and coordinate appointments for Directors. Prepare meeting agendas, take minutes, and follow up on action points. Assist with preparation of reports, presentations, proposals, and board documents.

Administrative & Office Management

Maintain organised filing systems, databases, and document control (digital and physical). Coordinate office supplies, equipment maintenance, and general office administration. Support HR tasks such as booking training, managing personnel files, and onboarding new starters.

Project & Operations Support (HVAC Focused)

Assist with job scheduling, engineer coordination, and service booking. Manage job sheets, RAMS, certificates, and project documentation. Liaise with clients to arrange site visits, issue documentation, and update on project progress. Track project timelines, materials orders, and subcontractor information. Support Directors with compliance tasks (F-Gas records, health & safety documentation, audits).

SHEQ (Safety, Health, Environment & Quality) Support

Assist in maintaining and updating SHEQ documentation, registers, and logs. Support Directors with preparation for audits, accreditations, and compliance reviews (e.g., ISO, CHAS, Constructionline). Help manage incident and near-miss reports, ensuring correct recording and follow-up. Coordinate training records, certificates, inductions, and toolbox talk documentation. Ensure RAMS, risk assessments, permits, and method statements are up to date and distributed appropriately. Liaise with engineers and subcontractors to collect and verify required SHEQ documentation. Assist in promoting a strong health & safety and quality culture within the organisation.

Essential Skills and Qualifications

Previous experience in an administrative or PA role (construction/HVAC/M&E preferred). Ability to multitask and work under pressure Excellent organisational and time-management skills. Strong written and verbal communication abilities. High level of proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint). Ability to manage confidential information with discretion. Strong attention to detail and accuracy. Full UK driving license.

Desirable Attributes

Experience with HVAC industry Understanding of UK compliance requirements such as F-Gas, RAMS, risk assessments, and H&S processes. Experience supporting senior leadership in a technical or engineering environment. Knowledge of SHEQ systems or previous experience supporting H&S or quality management tasks.

Personal Attributes

Professional and confident when dealing with clients and senior stakeholders. Proactive problem-solver with a positive attitude. Reliable, trustworthy, and able to work independently. Flexible and adaptable to changing priorities. Team player who contributes to a supportive office culture.

Package

Basic salary from 26,000 per annum based on suitability and experience Salary based on 39-hour week Performance related bonus scheme 25 days annual leave plus Bank Holidays. Refer a friend scheme, up to 750 per successful referral. Flexible pension scheme. Death in service policy Childcare voucher scheme Eyecare voucher scheme Profit Share Scheme Pirkx benefits scheme

Applying

All applications to be submitted to alex@irs.co.uk Please ensure you forward a fully up to date CV along with a letter of introduction so that we can really get to know you and what you could offer IRS. All candidates will be required to provide valid proof of Right to Work in the UK and ID at interview May seek references on request

IRS are an equal opportunity employer, and we hire solely based on skills, qualifications, and suitability for the role, regardless of age, disability, sex, gender status, race and ethnicity, religion and belief, marriage or civil partnership status, pregnancy/maternity leave status or sexual orientation.

Job Types: Full-time, Permanent

Pay: From 26,000.00 per year

Benefits:

Company pension Free parking On-site parking Profit sharing
Education:

GCSE or equivalent (required)
Language:

English (required)
Work Location: In person