Job Description

Office Administrator & Customer Service Coordinator

Location:

Battersea, London

Hours:

Monday - Friday, 8am-4pm

Employment Type:

Full-time, on-site, work from home

About Us

Heat-Plex is a fast-growing plumbing, heating and services company providing a wide range of domestic and commercial reactive repair services throughout London. As we scale, we are now looking for a dedicated, organised, and proactive Office Administrator & Customer Service Coordinator to join us in our Battersea office. This is a key role supporting day-to-day operations and helping streamline communication between clients, tenants, engineers, and management.

You will work closely with the company directors and staff, ensuring a smooth, professional, and efficient workflow throughout the business.

Role Overview

You will be the main point of contact in the office for all administrative and customer service activities. Your responsibilities will include:

Key Responsibilities

Customer & Client Communication

Handle incoming calls, WhatsApp messages, and emails professionally. Manage enquiries from tenants, landlords, and clients. Payments and receipts. Keep customers updated on job progress and engineer attendance.

Diary & Job Management

Oversee daily scheduling and assist team with managing the diary. Assign and update jobs on the CRM (e.g., incoming work orders, emergencies, routine visits). Monitor engineer availability, track job status, and ensure appointments are correctly booked. Coordinate with engineers regarding job notes, parts required, follow-ups, and access details.

Office Administration

Maintain organised records and digital files. Prepare documents and help with branding/advertising. . Support management with internal processes and implementing efficient workflows. Update reports on job completions, HomeCare customers, and ongoing projects. Ensure all documents, certificates, and contracts are issued promptly.

Operations Support

Work with management to streamline communication and reduce bottlenecks. Act as an escalation point for customer issues requiring office intervention. Assist with onboarding new HomeCare customers (welcome packs, contracts, CRM updates). Support the long-term growth plans, help with other office hires.

Skills & Experience Required

Previous experience in an office admin, coordinator, or customer service role (property, trades, or service industry preferred). Strong organisational and multitasking skills. Confident telephone manner and excellent written communication. Experience using CRMs or booking systems (training provided if needed). Ability to work proactively and take ownership of daily tasks. Comfortable working in a fast-paced environment with changing priorities. Positive, professional, and reliable attitude.

What We Offer

Competitive salary and growth opportunity. Opportunity to play a vital role in a growing company. Training and support from directors and senior team members. Friendly, supportive working environment. Clear progression opportunities as the business continues to expand.
Circa 30k plus performance benefits.

Job Types: Full-time, Permanent, Apprenticeship

Pay: 24,440.00-30,511.92 per year

Benefits:

Company pension Work from home
Work Location: In person