Operational Support Coordinator

About Us 

Supporting the Vital Solution to clean energy. 

Net Zero Strategies. Carbon Reduction. Bespoke BMS. 

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 plumbing, and mechanical engineering. Our custom business management systems with remote access enable you to monitor, measure, and optimise energy consumption for greater efficiency and sustainability. 

Our growing portfolio includes contracts across Commercial, Industrial, Education, Schools, Housing, Local Authority, Farming, and other sectors. From Air Source Heat Pumps to high-efficiency commercial Plant Rooms, we deliver work of the highest standards, specifications, and quality. 

Role Overview 

We are seeking an experienced Operations Support Coordinator to lead and oversee the daily functions of our office support team reporting into our General Manager. This role is key in managing workflows, supporting our project delivery teams, and ensuring operational efficiency across the business. You will be responsible for managing our Operations Support and Admin Assistant, maintaining high standards in customer communication, and ensuring adherence to company processes and structure. 

This is a hands-on role that requires excellent coordination skills, attention to detail, and a proactive leadership style. Previous experience in a supervisory or managerial position is preferred.

Qualifications 

• Interpersonal Skills and Communication abilities 
• Experience in Case Management and Customer Service 
• Technical Support skills 
• Strong problem-solving and decision-making skills 
• Attention to detail and organisational skills 
• Ability to work effectively in a team environment 
• Previous experience in a similar role is an advantage 
• Knowledge of the heating and energy industry is a plus 

Team Management & Leadership 

• Oversee and support the daily performance of the Operations Support and Admin Assistant across both Reactive and Commercial departments, ensuring consistent delivery of administrative tasks and project coordination. 
• Conduct structured monthly performance reviews with direct reports, providing constructive feedback, setting clear goals, and tracking progress to support personal and professional development. 
• Ensure full compliance with the company’s operational workflows, chain of command, and internal reporting structure to maintain clarity and accountability across departments. 
• Provide ongoing training, mentorship, and oversight to develop skills, improve team efficiency, and uphold the highest standards in administrative and operational support. 
• Perform regular quality control checks on customer communications (email and phone) to ensure clarity, professionalism, and brand consistency. 
• Take a proactive approach to business improvement by identifying inefficiencies, proposing new ideas, and helping implement streamlined systems that benefit internal teams and customer experience. 
• Act as a key link between operational support and senior management, ensuring effective communication and delivery of business objectives. 

Operational Coordination 

• Coordinate engineers’ daily schedules and workloads, maximising efficiency across all departments. 
• Manage transport logistics, including vehicle compliance, MOTs, servicing, and repairs. 
• Support stock control processes in collaboration with department managers and order replacements as needed. 
• Liaise with suppliers and customers to ensure smooth delivery of goods and services. 

Administrative Oversight 

• Manage the preparation of health and safety documentation for ongoing projects. 
• Oversee customer communications via email and phone, ensuring timely and professional responses. 
• Ensure proper documentation is filed and organised for each manager. 
• Maintain daily housekeeping standards in the showroom and reception area, logging deliveries accurately. 
• Review and approve entries into systems like QuickBooks, including estimates and purchase orders. 

Project & Procurement Support 

• Support project start-up and close-down processes, including coordination of equipment, resources, and documentation. 
• Raise purchase orders and manage procurement processes effectively. 
• Maintain accurate records of tenders, estimates, and project files. 
• Executive & Stakeholder Support 
• Provide administrative and operational support to senior management as needed. 
• Ensure high standards of customer service are consistently delivered. 
• Work collaboratively with cross-functional teams to maintain smooth operational flow. 

Preferred Experience & Knowledge 

• Proven experience in an operations or office management role, preferably within a technical, construction, or HVAC-based industry. 
• Strong understanding of operational workflows, project coordination, and administrative systems. 
• Ability to lead a small team and hold regular performance reviews. 
• Confident in upholding company policies, workflows, and reporting structures. 
• Familiarity with health & safety procedures and project support practices. 
• Experience using platforms such as QuickBooks and Microsoft Office Suite. 

Key Skills & Attributes 

• Excellent leadership and communication skills (written and verbal). 
• Highly organised with the ability to manage multiple tasks and priorities. 
• Strong attention to detail and commitment to quality assurance. 
• Proactive, solutions-oriented, and confident working independently. 
• A collaborative team player with a positive, professional attitude. 

How to Apply:

To apply for this exciting Operational Support Coordinator position, simply complete the form below, or email your CV and cover letter to hello@vitalheating.co.uk. If you have any initial questions, feel free to call us at 01282 773338—we’d be happy to help!

If you’re interested in exploring other career opportunities with us, please visit our Careers Page for more openings.