About
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.
Main description
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.
Training to be provided
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
WEST SUFFOLK COLLEGE
Training course
Business administrator (level 3)
Training schedule
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.
Entry Requirements
Essential qualifications
GCSE in: English (grade 4) and Maths (grade 4)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills required
- Communication skills
- IT skills
- Attention to detail
- Organisation skills
Future prospects
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.
Closing Date
The closing date for this job offer is on 06/11/2026
Salary
£16,640 a year
Location
This job is located in Woolpit, Bury St. Edmunds,, Suffolk
How to Apply
About West Suffolk College
West Suffolk College is an ambitious vocational and academic College, with a stunning main campus set in the heart of Bury St Edmunds. We are committed to providing outstanding education to all our students.
