Office Administrator

Salary: £26,000-£30,000 FTE depending on experience Role type: Full-time (40 hours) or Part-time (20 hours) Location: Perth (Scotland) or Dronfield (England) Reporting to: Managing Director or Sales Director (depending on location) About IMS: At IMS, we’re more than just a business; we’re a family and friends team with a shared history of collaboration. With offices in Perth and Sheffield, we united our expertise to establish IMS in 1997. Our mission is to provide top-notch design, installation, commissioning, service, and maintenance of Heat Pumps, Battery and Solar. In 2024, we proudly joined Hometree, a leading UK energy services company, strengthening our position in the renewable energy sector and expanding our ability to deliver exceptional service nationwide. Join us if you’re eager to work with a close-knit, experienced team, contribute to a pioneer in renewable energy, and be part of a business that combines professional excellence with a warm, inclusive atmosphere. The Role: Do you thrive on organisation, enjoy keeping things accurate, and like being the person who keeps everything running smoothly behind the scenes? Can you juggle multiple tasks, spot missing information quickly, and stay calm under pressure? If so, IMS could have the perfect opportunity for you. You’ll support established processes, manage documentation, update internal systems, assist with compliance administration, and help keep teams organised and efficient. From handling customer paperwork to supporting finance and operational admin, you’ll play an important role in making sure nothing slips through the cracks. This role is ideal for someone who enjoys structure, takes pride in accuracy, and can confidently manage multiple tasks. Previous administration experience is beneficial, but industry experience isn’t essential — we’ll provide the training and support you need to succeed. At IMS, we value reliability, teamwork, and attention to detail, and we’re looking for someone who enjoys being a key part of a busy and supportive team. Responsibilities: Compliance Administration: Check orders, quotations, and customer details for accuracy while tracking and managing compliance documentation. simPRO Management: Upload documents, update job records, maintain notes, statuses, and carry out system housekeeping tasks. DNO & Installation Support: Assist with DNO applications, notifications, and installation documentation for Heat Pump and Solar projects. Customer & Admin Support: Respond to routine admin, compliance, and documentation queries from customers and internal teams. Finance Support: Send payment reminders, log invoice communications, and escalate overdue accounts when required. Operations Administration: Prepare Welcome and Handover Packs, register warranties, and update installation and service records. HR & H&S Administration: Maintain PPE, vehicle, engineer training, holiday, and sickness records and compliance logs. Audit & Reporting Support: Assist with audits, compliance checks, reporting, and maintaining audit-ready documentation. Operational Support: Assist with meeting actions, service reminders, internal forms, and general team administration. General Administrative Duties: Support planning, stock administration, customer follow-ups, and other ad-hoc administrative tasks. What we’re looking for: Organisation Enjoy structured work, managing admin tasks efficiently, and keeping processes organised and on track Attention to detail Highly accurate with a strong ability to spot errors, missing information, and inconsistencies Support-focused mindset Enjoy working behind the scenes to support teams and ensure smooth day-to-day operations. Process-driven approach Confident following set procedures and maintaining consistency across all tasks Reliability Dependable, calm under pressure, and able to manage multiple priorities effectively Our Recruitment Process: Initial Call: Start with an introductory call with our Talent Acquisition Partner to discuss the role and your potential fit. (30 mins) Skills-Based Interview: Engage in a detailed discussion about your past experiences with our Sales Director/ Managing Director (1 hr) Perks of the job: 25 days holiday plus bank holidays and your birthday Company pension On-site parking EV Salary Sacrifice Scheme About Hometree: Join Hometree Group and be at the forefront of transforming the residential energy landscape. Founded in 2015, Hometree began its journey in the home cover market. Today, We are spearheading the shift towards a future where home energy systems are decentralised, digitised, and reliant on renewable sources such as heat pumps, solar panels, batteries, EV chargers, and smart controls. This innovative approach is not just about sustainability; it's about empowering homeowners to manage their energy more efficiently and cost-effectively, thereby setting new standards in energy consumption. We operate across three dynamic divisions: Financial Services: Here, you'll contribute to offering flexible financing options, that make it feasible for homeowners to embrace renewable energy technologies and make essential upgrades. Energy Services: Be part of our extensive network of local installation businesses that equip homeowners with the cutting-edge, sustainable energy solutions necessary for reaching net-zero emissions. Home Services: Help maintain the comfort and functionality of homes with comprehensive coverage plans that protect the essential hardware in the home. At Hometree Group, we are committed to guiding UK homeowners on their journey towards more sustainable energy solutions, and we need passionate individuals to support them at every step. Join us during this exciting time, and play a pivotal role in a business that supports sustainable homeownership in alignment with their readiness and needs. Key Achievements: 🏆 £85m+ Capital Raised - We’ve raised over £85m to-date from leading global investors including Legal & General Capital and specialist energy VCs 🏆 6 Acquisitions - We've expanded our operations by acquiring four key companies across financing (Hometree Finance - formerly Bewarm), home cover (Your Repair) and energy services (Geowarmth, The Little Green Energy Company, IMS and GreenGen). 🏆 100k Homes Covered - We cover over one hundred thousand homes across the UK 🏆 280+ Employees - We have over 280 passionate employees transforming the industry across the Group, one home at a time Equal Opportunity Employer At IMS, we are committed to creating an inclusive and representative environment. We know that different experiences, perspectives and backgrounds make for a better workplace and a better planet. Together, we celebrate differences and promote a culture where you can bring your full self to work. We promise to give you the same opportunities as everyone else and we won't discriminate against you at any point in the hiring process or the working day. This includes how we source talent, our interview process, our conditions of employment, feedback and everything in between.