Fire & Security Administrator

Jones Lang LaSalle Incorporated; Birmingham; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

25 days holiday + bank holidays and 5‑

Contributory pension scheme

Life Assurance

Private medical scheme

Job summary

Hall & Kay in Birmingham seeks a highly organised Administrator to join the team and provide essential office support for smooth daily operations. You will be the first point of contact for visitors and callers, maintaining professional standards while handling multiple administrative tasks.

The role requires experience in a similar admin position, strong communication, and proficiency with the Microsoft Office Suite.

Qualifications

• Experience in a similar administrative role, ideally in fire and security, property FM or engineering.
• Excellent written and verbal communication abilities.
• Clear and professional communication with colleagues, clients, and stakeholders across channels.
• Proficient with Office Suite (Word, Excel, Outlook, PowerPoint).
• Comfortable learning new software and digital tools.
• Exceptional organisational abilities and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Able to work independently with sound judgement.
• Proactive in identifying issues and offering practical solutions.
• Desirable: experience with CRM, SharePoint, Adobe Acrobat, or basic bookkeeping.

Responsibilities

• Manage general office administration including correspondence, filing systems, and document preparation.
• Handle incoming calls and emails efficiently.
• Diary management and meeting coordination; schedule appointments and prepare meeting rooms with materials.
• Maintain accurate records and databases; ensure information is current and accessible.
• Process invoices and expenses; order office supplies; support ad-hoc admin projects across departments.

Skills

Administrative experience

Communication skills

Microsoft Office

Organisational skills

Interpersonal skills

Problem solving

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

SharePoint

CRM systems

Job description

About the Role

At Hall & Kay, we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts our focus is on the lifetime value of a project. Meaning we can design, supply, install, test and maintain all types of sprinkler, gas suppression, fire detection, and integrated security systems. With 140+ year trading experience and a strong project delivery culture, we are proud to have built lasting relationships with some of the UK’s most respected companies in all areas of industry and construction. 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 escape 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)
• Location: On-site –Birmingham, GBR

About Hall & Kay

At Hall & Kay, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

Please note: You may be required to undertake a DBS check as part of your job role at Hall & Kay.

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