Job Description

Admin Assistant (Renewables)

Location:

Dumbarton (office-based)

Employment:

Full-time (Mon-Fri), permanent

Reports to:

Operations Manager

About CMS Surveyors Ltd

CMS Surveyors Ltd helps households and organisations across Scotland improve energy efficiency and cut bills through

air-source heat pumps, solar PV and battery storage

, alongside the quality-assurance and inspection side of the business.

The role

You'll be the first point of contact for renewable enquiries and the organisational hub that keeps our surveying and install teams running to time. If you're calm under pressure, great with customers, and love tidy systems and tidy inboxes, this is for you.

Key responsibilities

Handle inbound enquiries

(phone, email, web): qualify leads, gather site details, and log opportunities in our CRM.

Book and manage diaries

for surveys, sales visits and installations; coordinate surveyors/engineers and route plans; issue confirmations and reminders.

Customer care:

provide updates on quotes, funding steps and install timelines; chase missing info (photos, MPRNs, meter details, EPCs, etc.); follow up post-install for feedback.

Admin for renewable projects:

prepare job packs, create and issue quotes and invoices, raise POs, file warranties/commissioning reports, and maintain compliance documentation (e.g., MCS/RECC evidence, photos, manuals).

Document control:

keep electronic folders neat (IDs, floor plans, photos, DNO/G99, warranties), ensure version control and GDPR compliance.

Supplier & subcontractor coordination:

request quotes/lead times, book scaffolding/roof access/skip hire, and track deliveries.

Office operations:

manage shared inboxes, answer the main phone line, post, stationery, and ad-hoc tasks to support the wider team.

Reporting:

update dashboards (leads, conversions, diary utilisation, job status), flag risks or delays early, and suggest process improvements.
What you'll bring

Admin/coordination experience

in a fast-paced setting (trade, construction, surveying, renewables or field-service preferred).

Strong communication

and a friendly, professional phone manner.

Excellent organisation:

you juggle multiple diaries, deadlines and stakeholders with ease.

Digital skills:

confident with Microsoft 365/Google Workspace, CRMs, and scheduling tools; quick to learn new systems.

Accuracy & confidentiality:

comfortable working with compliance evidence and customer data.

Problem-solver:

proactive, curious and keen to improve how we do things.
Nice to have (bonus points)

Experience supporting

air-source heat pump

or

solar PV & battery

projects, EPCs, energy-efficiency or construction work Familiarity with

MCS/RECC

processes and paperwork. recc.org.uk Knowledge of DNO/G98/G99 applications, scaffolding booking, or basic construction H&S.
What we offer

Competitive salary (DOE) + pension. Training on our products, processes and sector standards. A supportive, close-knit team with clear progression routes as we grow in renewables. 28 days holiday (incl. bank holidays), rising with service. Free parking and local amenities near the office.
Job Type: Full-time

Pay: 24,420.00-27,500.00 per year

Work authorisation:

United Kingdom (required)
Work Location: In person