Project Coordinator

About Insite

Established in 2009, Insite Energy is a dynamic, fast-growing company that provides services to heat network suppliers in the UK. The services provided include metering & billing of residential customers, the installation (and retrofit) of credit billed and pay-as-you-go equipment, and ongoing maintenance and management of the heat network schemes.

We pride ourselves on our commitment to working as one team to put the customer and client first, delivering a reliable, competitive, and professional service. We are tireless in our efforts to be the best at what we do, which is reflected in our Trustpilot rating. With just over 70 current employees, we are small but mighty, delivering more by working together.

At Insite Energy, we embrace diversity and inclusion. We value all backgrounds, identities, and experiences. We're committed to providing equal opportunities for all and offering reasonable adjustments to ensure accessibility and inclusivity throughout the application process and in the workplace.

About The Role

The Operations team is responsible for taking new schemes from contract engagement through to operation, including the commissioning and maintenance of equipment, set-up of schemes, coordination of engineering resources, and ensuring compliance with service agreements. This involves managing subcontractors, liaising with clients, tracking project milestones, and supporting technical and administrative functions to ensure seamless implementation and ongoing service delivery.

Reporting to the Operations Project Manager, the Junior Project Manager will support technical projects and sub-contractor management and ensure all administrative and clerical tasks are performed with accuracy and on time for the operations and wider business. Duties include coordinating project activities, scheduling and managing engineering resources, liaising with clients and subcontractors, tracking project progress, ensuring compliance with service level agreements (SLAs), maintaining records and documentation, preparing reports, and assisting with financial and procurement tasks. Additionally, the role involves providing support to managers and employees, assisting in daily office operations, and overseeing general administrative activities to ensure smooth business operations.

Duties & Responsibilities

Scheduling & Coordination

• Arrange and manage client appointments and engineer bookings for reactive and proactive communal maintenance, including sub-contractor scheduling.
• Plan and allocate engineering resources efficiently to meet maintenance requirements.
• Track and communicate site visit outcomes with clients and relevant stakeholders.
• Ensure effective communication with the field operations team, Operations Project Manager, and Head of Engineering to meet appointment commitments.
  
  

Project & Stakeholder Management

• Monitor and track the allocation of project tasks to both internal teams and external subcontractors.
• Escalate project SLA non-conformance and delivery risks to management.
• Liaise with clients regarding purchase order requests and ongoing project requirements.
• Manage relationships with key suppliers, including handling subcontractor tenders and performance reviews.
• Attend client meetings as required and provide project updates.
  
  

Administrative & Reporting Responsibilities

• Complete administrative and clerical tasks with accuracy and efficiency.
• Input and maintain data across various platforms.
• Write and distribute professional email correspondence to internal teams, clients, and subcontractors.
• Operate and maintain the Computerized Maintenance Management System (CMMS - Big Change).
• Review job sheets for accuracy, spelling, and grammar.
• Provide stakeholders with relevant information regarding job activities.
• Support the production of monthly internal project performance reports.
• Generate ad-hoc and live issue reports for ongoing maintenance concerns impacting service.
  
  

Finance & Compliance

• Liaise with the finance team to ensure client invoices are up to date and supported by documentation from the Insite maintenance management system (MMS) and client purchase orders.
  
  

Technical & Customer Support

• Provide technical support to engineers and customer service teams as needed.
  
  

Location and working hours:

Hybrid – London / Peterborough / WFH with occasional site visits.

• If based in Peterborough, the candidate is expected to travel to London a minimum of five days per month.
  
  

Working Hours

37.5 hours per week: Monday to Friday, 09:00 – 17:30 (30-minute lunch break plus two 15-minute breaks)

Required Skills And Attributes

• Some experience in administrative support, project coordination, or operations management (1-2 years preferred).
• Background in engineering, utilities, facilities management, or energy services (preferred but not essential).
• Experience with sub-contractor coordination, scheduling, or customer service services (preferred but not essential).
• Proficiency in Microsoft Office Suite (especially Excel, Outlook, and Word).
• Experience using Project Management or CMMS software (e.g., Big Change, SimPro, Job Logic, or MS Project) is beneficial.
• Ability to manage data entry, reporting, and documentation efficiently.
  
  

Organisational & Communication Skills

• Strong time management and ability to prioritise multiple tasks.
• Excellent written and verbal communication skills for liaising with clients, subcontractors, and internal teams.
• Attention to detail, ensuring accuracy in documentation and scheduling.
  
  

Project & Operations Knowledge

• Understanding of project lifecycle, scheduling, and coordination.
• Familiarity with SLAs, contractor management, and compliance.
• Ability to track and report on maintenance, commissioning, and project progress.
  
  

Problem-Solving & Adaptability

• Proactive approach to resolving scheduling conflicts and operational challenges.
• Ability to work independently and as part of a team.
• Quick learner with a hands-on approach to tackling technical or administrative tasks.
  
  

Benefits

• Holiday Allowance: 20 days of holiday per year, plus English bank and public holidays, plus an additional day of Birthday leave.
• Pension Scheme: Employer pension contribution matched at 4%.
• Employee Assistance Programme (EAP): Free, confidential support available for personal and professional challenges.
• Corporate Social Responsibility (CSR) Programme: "DO RIGHT WITH INSITE" provides up to 2 paid days off per year for volunteering with company-led initiatives. Additional information can be viewed here
• Social Events: Regular company social events, including an annual Summer Party and Christmas Party.
• This benefits package offers a vibrant and supportive work environment, with opportunities for professional growth, work-life balance, and community engagement.
  
  

Our Values: WOW ME! | OWNERSHIP | ONE TEAM | DEDICATION | RESPECT