Automation & Installation Administrator

First Fence Limited; Woodville; On-site; GBP 31,000 - 42,000; Full time

Job summary

First Fence Limited is seeking an Administration Coordinator to join our on-site team in Swadlincote. The role covers delivery planning, coordination with customers and subcontractors, and ensuring documentation is complete before installations.

You will manage warranty processes, service visits, and general order administration while supporting project handovers and continuous improvement in planning and communication across internal teams and external partners.

Qualifications

• Experience in administration and coordination roles.
• Strong communication and organisational skills.
• Ability to manage multiple stakeholders and deadlines.

Responsibilities

• Delivery planning and coordination: coordinate deliveries to customers, sites and subcontractors; confirm arrangements with depots.
• Check addresses, contacts, dates, offloading requirements; arrange HIAB or specialist transport.
• Send confirmation emails and monitor progress; liaise with customers and teams to keep projects progressing.
• Identify and escalate issues, ensure RAMS and Scope of Works are complete and available.
• Warranty administration: coordinate claims and service visits; keep records updated.
• Order and general administration: maintain accurate live orders and purchase orders; support handovers and progress tracking.

Skills

Delivery coordination

Administration

Customer service

Stakeholder communication

Planning

Job description

Location: On site / Woodville, Swadlincote DE11 8ED, UK
job type: Permanent / Full-time
Sector and subsector: Engineering | Administration
Salary: Negotiable salary

Welcome to First Fence - where security meets innovation!

As industry pioneers in Security and Temporary Fencing, we're all about unbeatable service and competitive prices. Our dedicated team goes above and beyond to exceed customer expectations.

Hours: 40 hours per week, Monday-Friday between the hours of 08:00-16:00

Location: First Fence Ltd, Kiln Way, Swadlincote DE11 8EA

• Same-day delivery across the UK
• Six strategic locations, including our National Distribution Centre
• Extraordinary growth since 2010
• Industry innovators setting new standards

To coordinate the administration of automation, specialist gate and fencing installation projects following formal handover, supporting delivery, installation and completion.

The role also takes ownership of customer-service cases and warranty administration, alongside developing service and maintenance opportunities for completed automated-gate installations.

A key objective is to reduce avoidable customer-service issues through thorough preparation, accurate information, effective delivery planning and clear communication with customers, subcontractors and internal teams.

Key responsibilities

Delivery planning and coordination

• Coordinate deliveries to customers, sites and subcontractors, confirming arrangements with the relevant depots in advance.
• Check delivery addresses, site contacts, access restrictions, agreed dates and offloading requirements.
• Arrange HIAB or specialist transport where required.
• Send confirmation emails to customers and subcontractors so that delivery arrangements and responsibilities are understood.
• Monitor delivery progress, follow up outstanding actions and communicate changes promptly.
• Support the planning and coordination of automation, specialist gate and fencing installations.
• Liaise with customers, subcontractors, transport, internal teams and manufacturers to keep projects progressing.
• Maintain communication with subcontractors during live installations and follow up queries or outstanding requirements.
• Work with the Project Manager to confirm installer arrangements. Responsibility for booking installers remains with the Project Manager.
• Identify and elevate issues that could delay installation or prevent completion.
• Obtain and follow up the documentation required before each applicable installation, including risk assessments and method statements (RAMS) and a clear Scope of Works.
• Check that documentation identifies the responsibilities of First Fence, the customer, subcontractors and any other parties completing associated works.
• Ensure the relevant information covers groundworks, electrical supply, ducting, access control, offloading, plant and equipment, site conditions and identified risks.
• Chase missing or incomplete documents and refer technical queries to the responsible person.

The administrator coordinates the completion and availability of these documents. Technical preparation and approval remain with the appropriate responsible persons.

Complete and record a readiness check for every applicable installation, confirming that:

• Required goods and components are available at the correct location.
• Groundworks, electrical supplies, ducting and other enabling works are ready.
• Site access, offloading arrangements and required plant or equipment are confirmed.
• Transport is arranged and the Project Manager has confirmed the installer booking.
• RAMS and the Scope of Works are complete and available.
• The customer understands their responsibilities.
• Known issues have been addressed or escalated before installation.

RAMS, the Scope of Works and readiness checks are standard process requirements rather than separate individual performance measures.

• Take ownership of automation and specialist gate and fencing installation customer-service cases from acknowledgement through to resolution.
• Investigate issues, gather relevant information and coordinate actions with internal teams, subcontractors and manufacturers.
• Keep customers informed of progress and follow up outstanding actions.
• Maintain accurate case records, including the issue, actions taken and final outcome.
• Identify recurring causes and support improvements that reduce preventable issues, including missing equipment, incorrect information, incomplete site preparation, poor delivery planning and unclear responsibilities.

Initial performance focus

During the first six months, the primary performance measure will be the number of automation-related customer-service cases raised. This will help assess whether improved preparation, delivery planning and installation coordination reduce avoidable cases.

The review should distinguish preventable issues from genuine component or manufacturer faults.

A formal customer-service resolution-time KPI will not apply initially. All cases must still be acknowledged, investigated, progressed and followed through to resolution, with clear communication throughout.

Warranty administration

• Coordinate warranty claims and liaise with manufacturers regarding faults, authorisation and replacement components.
• Arrange and follow up service visits and callbacks with the relevant parties.
• Keep customers updated and maintain clear records of claim progress and outcomes.

Order and general administration

• Keep notes on all live orders in the order trays accurate and up to date.
• Ensure orders are invoiced promptly.
• Action and update purchase orders, following up outstanding requirements.
• Maintain organised project records to support handovers, progress tracking and completion.

Ready for an exciting journey in a thriving company? Join First Fence, where we're not just securing spaces; we're securing the future. #FirstFence #SecurityInnovation #JoinOurTeam

At First Fence, we are committed to fostering an inclusive and diverse workplace where everyone feels valued, respected, and empowered. We believe in the principles of Equality, Diversity, and Inclusion (EDI), and we promote a culture that celebrates individual differences and embraces a wide range of perspectives. We firmly stand against any form of discrimination based on race, ethnicity, gender, sexual orientation, religion, age, disability, or any other characteristic protected by law. Our recruitment process is fair and unbiased, ensuring that all applicants are evaluated solely on their qualifications, skills, and experience. We strive to provide equal opportunities for career growth and development, and we encourage individuals from all backgrounds to apply. By joining our team, you will become part of a vibrant and inclusive community where your unique contributions are valued, and where diversity is not only respected but celebrated.

Join Us for a Career Beyond Ordinary!