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Since 2007, Green Warmth have been investing in both their office and engineering teams to deliver outstanding levels of customer service and high end quality renewable installations.

As a family owned and managed business within Pembrokeshire we understand the importance of family values and a positive hard working culture.

We are proud to have a longstanding, dedicated and loyal workforce who pride themselves on open, professional and transparent renewable solutions who put customers first both within the office and in the field.

As Wales’ longest standing MCS accredited renewable business we can give our clients the piece of mind that we will still be around servicing, maintaining and our installations for years to come.

If you are looking for a career within the renewable industry please send in a cover letter and CV to info@greenwarmth.co.uk


Work Schedule Administrator

Green Warmth are looking for a Work Schedule Administrator. Full training will be provided with our current Work Schedule Administrator for support.

A key position within our office, you will need a positive approach to problem solving in an ever changing work schedule diary.

Experience in multi-tasking between the telephone, clients and administration will be the key to success in this role as well as a friendly positive attitude.

Green Warmth is a West Wales leading installer of renewable energy solutions. Since 2007 we have been installing air and ground source heat pumps, solar PV, battery storage and electric vehicle charge points as well as underfloor heating and renewable plumbing and electrics. We have a showroom based in Withybush Trading Estate. More information on the company and team can be found on our website and social media pages.

Job description

Position: Work Schedule Administrator

Reports to: Projects Director

Location: Unit 10, Withybush Industrial Estate, Haverfordwest, Pembrokeshire SA62 4BS Hours: 40 hours per week (5 days – Monday to Friday – 8am to 4.30pm)

KEY AIMS:

  • First line response to incoming calls from customers in a busy office environment handling multiple customer projects, new enquiries, and service issues.
  • Managing and organising the company email inbox, ensuring all emails are responded to and acknowledged before the end of the working day or beginning of the next day.
  • To ensure the smooth management of the engineer’s diaries; managing and updating engineers and customers daily in an ever changing fast paced environment. Planning the work schedule up to 2 weeks in advance.
  • Organising required projects paperwork for engineers and maintenance customers daily ready for the next day’s projects.
  • Updating the database (Monday) and Telegram as required on any updates to client’s projects, assisting the team with domestic/commercial customer issues and communicating back to the customer the same day or within 24 hours.
  • Providing general support to the office team and Directors daily to support the company’s administration tasks to ensure MCS compliance.
  • Organising the service and maintenance dates in the work schedule and ensuring all clients due dates are managed to an acceptable timeline while keeping clients informed.
  • Ensure paperwork has been returned by our engineers and correctly filed within 10 days of project completion.

MAIN DUTIES:

Projects

  • To ensure the projects and work schedule is up to date and points and actions logged and actioned.
  • To update the online project boards daily planning in advance.
  • To complete the required documentation for customer handover upon installation.
  • To provide general support to visitors in our showroom where required.
  • To identify diary dates for installation projects and maintenance in an ever-changing calendar.
  • To obtain parts quotes from suppliers and issue estimates to customers.

Administration

  • Act as the first point of contact for external clients both face to face and on the phone.
  • Maintain the diary for engineer’s workload daily and obtain updates from them each day to update the database with progress where necessary adjusting the diary and communicating any changes to the clients.
  • Organise all required project paperwork for the engineers daily so it is ready to collect at 8am the following day.
  • Collect incoming project paperwork on completion of projects.
  • Create and update online job cards for engineers day works.

Operations

  • Support the engineer’s actions daily and obtain information as required.
  • To support Green Warmth warranty process.
  • Maintaining your workload via the database action list.
  • Assist with domestic maintenance processes for both domestic and commercial clients.
  • To support in the organisation and collation of invoice paperwork monthly.

ESSENTIAL

  • Diary Management
  • First line response on the telephone
  • IT knowledge
  • Skills
  • Self-motivation
  • Logistics – diary management
  • Communication
  • Good Interpersonal skills
  • Initiative
  • Calm under pressure
  • Problem solving
  • Dynamic
  • Integrity
  • Time management / prioritising
  • Organised
  • Respectful of confidentiality
  • Accuracy and attention to detail
  • Highly computer literate
  • IT and systems, including all Microsoft packages
  • Research skills
  • Experience
  • Office administration and CRM databases and project administration, logistics, first line telephone response

Job Type: Full-time – Monday to Friday 8am to 4.30pm

Benefits:

  • Canteen
  • Company events
  • Free parking
  • On-site parking

Education:

  • GCSE or equivalent (preferred)

Experience:

  • Administrative experience: 2 years (required)
  • Customer service: 2 years (required)

Application deadline: 18/08/2025

Reference ID: GWWSA2025