Fire & Security Administrator

Integral; Birmingham; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Salary negotiable

25 days holiday

Company pension

Life Assurance

Private medical scheme

Job summary

Hall and Kay in Birmingham is seeking a highly organised Administrator to join the team. The role provides essential administrative support for smooth daily operations and efficient client service delivery.

The successful candidate will be the first point of contact for visitors and callers, maintaining professional standards while handling multiple tasks. Key responsibilities include diary management, meeting coordination, record-keeping, invoice processing and cross-departmental support.

Qualifications

• Previous experience in a similar administrative role, ideally within the fire and security, property FM or engineering sector.
• Excellent written and verbal communication abilities are essential.
• Clear and professional communication with colleagues, clients and external stakeholders across all channels.
• Strong interpersonal skills to build positive working relationships and represent the company professionally.
• Proficient use of Microsoft Office Suite, especially Word, Excel, Outlook and PowerPoint.
• Comfortable learning new software systems and digital tools quickly.
• Exceptional organisational abilities with attention to detail.
• Ability to manage competing priorities, meet deadlines, and maintain accurate records.
• Capable of working independently while seeking guidance when needed.
• Proactive problem-solving to keep operations running smoothly.

Responsibilities

• Manage general office administration including correspondence, filing systems, and document preparation.
• Handle incoming calls and emails efficiently.
• Coordinate diaries and meetings, schedule appointments and prepare meeting rooms.
• Maintain accurate records and databases, ensuring information is current.
• Process invoices and expenses, order office supplies, and support ad-hoc projects.

Skills

Microsoft Office Suite

Strong communication

Organisation & time management

Attention to detail

Education

Business Administration knowledge

Tools

SharePoint

CRM platforms

Adobe Acrobat

PowerPoint

Excel

Outlook

Word

Job description

Summary of Role

We are seeking a highly organised and proactive Administrator to join our Birmingham team. This role provides essential administrative support to ensure smooth daily operations and efficient delivery of services to our clients. The successful candidate will be the first point of contact for visitors and callers, maintaining professional standards while managing multiple administrative tasks.

Key Responsibilities

• manage general office administration including correspondence, filing systems, and document preparation.
• You will manage incoming calls and emails efficiently.
• The role includes diary management and meeting coordination, scheduling appointments and preparing meeting rooms with necessary materials.
• You will maintain accurate records and databases, ensuring all information is current and accessible.
• Additional responsibilities include processing invoices and expenses, ordering office supplies as required, and supporting various departments with ad-hoc administrative projects as required.

What we will need from you

• Previous experience in a similar administrative role, particularly within the fire and security, property sector, FM or Engineering sector (essential).
• Excellent written and verbal communication abilities are essential.
• You must communicate clearly and professionally with colleagues, clients, and external stakeholders across all channels including phone, email, and face-to-face interactions (essential).
• Effective interpersonal skills enable you to build positive working relationships and represent Hall and Kay professionally (essential).
• Competent user of Microsoft Office Suite is required, particularly Word for document creation, Excel for data management and basic reporting, Outlook for email and calendar management, and PowerPoint for presentation support (essential).
• You should be comfortable learning new software systems and adapting to digital tools quickly (essential).
• Exceptional organisational abilities with excellent attention to detail are crucial.
• You must manage competing priorities effectively, meet deadlines consistently, and maintain accurate records (essential).
• The ability to work independently while knowing when to seek guidance demonstrates sound judgment (essential).
• A proactive approach to identifying issues and finding practical solutions keeps operations running smoothly. Initiative in anticipating needs and addressing challenges before they escalated adds significant value to the team (essential).
• Experience with database management systems or CRM platforms enhances your ability to maintain client records efficiently (desirable).
• Familiarity with SharePoint or similar document management systems supports effective information sharing across teams (desirable).
• Knowledge of Adobe Acrobat for PDF editing and document management is advantageous.
• Understanding of basic bookkeeping or finance administration assists with invoice processing and budget tracking (desirable).
• Additional qualifications in Business Administration or Office Management are beneficial but not essential.

What you can expect in return

• Salary Range competitive & negotiable depending on experience
• 25 days holiday plus bank holidays and option to buy 5 days
• Contributory company pension scheme
• Life Assurance
• Private medical scheme
• Hours: 36.5 hours per week (Monday to Thursday 8.45 – 16.40, Friday 8.45 – 16:00)