Operations Administration Support Apprentice

Day-to-day duties include:

• Liaise with Sales, customers, installers and Logistics to coordinate installation projects.
• Help schedule installations, arrange deliveries, order materials and allocate materials to the warehouse.
• Prepare system design drawings, test sheets and project paperwork for installation and repair teams.
• Maintain the CRM, manage the installation inbox and retrieve, save and record project documentation, including site sign-offs.
• Support engineers’ weekly stock takes and keep stock, tool and toolbox talk records up to date.
• Book deliveries, inductions and accommodation for installers and engineers.
• Help prepare Friday Packs, ITP Packs, Package Quality Plans, PUWER Registers, RAMs and site health and safety paperwork.
• Support project valuations with Accounts, raise repair quotations, organise commissioning and spare parts, and handle manufacturer claims.
• Monitor on-site assessment forms, report issues and uphold Gaia’s health and safety commitment.
• Provide general business support, attend meetings and cover for Project Managers when required.

• The learner will be studying the Level 3 Business Administrator Apprenticeship Standard qualification.
• There is no attendance required at college, all training will be delivered in the workplace or online. 

On successful completion of the apprenticeship, this role could lead to an administration position, with the potential to progress into a Project Manager role as experience and skills develop.

Gaia's Operations Team supports installation projects, logistics and aftersales. The team coordinates work between customers, installers, logistics, accounts and project managers, and supports project documentation, materials, scheduling and health and safety administration.