About the job

Description

Job Title: Business Support Coordinator

Location: Read, Burnley

Hours: 40 hours per week, Monday to Friday, 8:30 AM – 5:00 PM (30-minute unpaid lunch)

Salary: £26,453 - £28,976 - DOE

Job Type: Permanent, Full Time

Vital Heating Solutions delivers expert design, installation, and management of decentralised energy and multi-utility networks, focusing on low and zero-carbon technologies. We specialise in bespoke commercial heating, industrial services, and mechanical engineering.

About the Role

We are looking for a proactive and organised Business Support Coordinator to join our team at Vital Heating Solutions. This full time office-based role is crucial in supporting the Service Manager, ensuring the smooth operation of our domestic and reactive HVAC services. The successful candidate will handle customer interactions, job scheduling, administrative tasks, and service coordination, guaranteeing exceptional service delivery.

Once the candidate is confident enough supporting the domestic side of the business we will begin to train them on the commercial side of the business. This will involve overseeing site setups, handling larger costings and estimates, taking minutes in client meetings, and directly liaising with clients and contractors throughout the project, including supporting the handover process.

Key Responsibilities

• First Point of Contact – Answer calls and emails from customers and engineers, ensuring a professional and helpful approach.

• Job Scheduling & Coordination – Arrange and plan domestic and reactive jobs, ensuring an efficient workflow for our engineers and installers.

• Using Timekeeper to organise engineers' diaries for annual boiler services and call-outs.

• Coordinating with the Service Manager in the domestic department to ensure seamless operations.

• Customer Communication – Provide updates, handle inquiries, and ensure a high level of service for domestic customers.

• Troubleshooting Support – Assist customers and engineers with basic issue resolution.

• Parts & Procurement – Price and order parts required for customer repairs.

• Documentation & Record Keeping – Prepare and maintain accurate records, including quotes, purchase orders, invoices, and reports using QuickBooks & SharePoint.

• Checking and saving job sheets.

• Filing and issuing gas safety certificates.

• Invoicing & Payments – Process invoices and payments within the agreed timeframe of job completion.

• Checking the Live Query sheet when possible, to ensure up-to-date information.

• Renewal Management – Schedule and send out renewals to existing customers.

• Compliance & Handover – Assist with sign-off and handover paperwork for clients and customers and updating the Tender tracker for all works.

• Office Administration – Support the wider Project team, manage office supplies, and carry out reasonable tasks requested by the Service Manager & General Manager.

Systems Used

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• SharePoint 

• Timekeeper 

• Microsoft Teams 

• QuickBooks 

• ACT/CRM

What We’re Looking For

• Experience in Administration.

• Strong organisational skills – Ability to multitask, prioritise workload, and manage time effectively.

• Proactive approach – Able to anticipate tasks and work independently in a fast-paced environment.

• Excellent communication skills – Comfortable liaising with clients, customers, engineers, and management.

• IT proficiency – Experience using Microsoft Office Suite (Outlook, Excel, Word) and SharePoint.

• Customer-focused mindset – A professional, friendly approach with outstanding customer service skills.

• Attention to detail – Ensuring accuracy in job scheduling, invoicing, and record-keeping.

• Basic knowledge or interest in HVAC, plumbing, or renewable energy is beneficial.

• Full UK Driving Licence.

Why Join Us?

• Be part of a growing, reputable HVAC company.

• Contribute to sustainability goals by working towards Net Zero.

• Competitive salary and benefits package.

• Opportunities for career development within a dynamic and customer-focused industry.

• Enjoy a friendly, fast-paced, and supportive work environment.

Benefits

• Additional leave

• Casual dress

• Company events

• Company pension

• Employee discount

• Health & wellbeing programme

• On-site parking

At Vital Heating Solutions, we are committed to delivering excellence in domestic heating solutions. We collaborate with industry leaders such as BAXI, Ideal, and Worcester Bosch, ensuring top-tier service for our customers. If you’re organised, great with people, and thrive in a fast-paced environment, we’d love to hear from you!

By applying for this role you agree to share your information with Vital Heating Solutions via the BuildMyTalent platform.