Fire & Security Administrator

Hall&Kay Fire Engineering; City Of London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Pension scheme

Life Assurance

Private medical scheme

25 days holiday plus bank holidays

Job summary

Hall & Kay Fire Engineering is seeking an Administrator to provide high-quality administrative and back-office support to operational teams and clients from our Central London office.

You will coordinate PPM, reactive, project and quoted works, manage IT/CAFM systems updates, raise orders, support sales, process timesheets, and ensure KPI/SLA targets are met. This role requires strong organisation and thoroughness in a fast-paced environment.

Qualifications

• Experience in an administrative role, preferably in customer service.
• Fire & Security sector experience is desirable but not essential.
• Excellent organisational and time management skills with ability to meet deadlines.
• Attention to detail and accuracy in all tasks.
• Proficient in Microsoft Office and CRM software; training available.

Responsibilities

• Coordinate PPM, reactive, project and quoted works with forward planning.
• Update IT/CAFM systems with completed works and KPI data.
• Generate monthly PPMs from CAFM system for the engineering team.
• Raise reactive work orders and communicate with clients through the job lifecycle.
• Raise purchase orders and manage subcontractor renewals and contract files.
• Support sales with trackers and back-office tasks.
• Process weekly timesheets and ensure proper paperwork.

Skills

PPM planning

Customer service

Organised

Microsoft Office

Communication

Teamwork

Tools

Microsoft Office Suite

CRM software

Job description

Location: Office based - Central London

Summary of role

Our Administrator will provide a high-quality administration and back-office support service to operational teams and clients. You will ensure efficient and effective administration for all service & maintenance provision in line with agreed processes and procedures. You will continuously improve efficiency and effectiveness of our processes to support service delivery.

Responsibilities

• Alongside the operational team, plan and co-ordinate PPM, reactive, project and quoted works and ensure correct labour resource allocation through forward planning.
• Update both client and in-house IT/CAFM systems with works undertaken ensuring statutory certification and PPM completion is obtained from sub-contractors and in-house labour are uploaded onto the IT/CAFM system in a timely manner to ensure all KPIs and SLA are achieved.
• Ensure PPM planners are up to date and uploaded into the IT/CAFM system and generate monthly PPMs from that system to disseminate to the engineering team.
• Raise reactive work orders for engineers and sub-contractors and ensuring consistency of communication with the client throughout the life cycle of every specific job raised.
• Raise purchase orders and renewal of annual sub-contractor orders for PPM, updating contract information sheets for engineers and management contract files.
• Manage sales trackers and provide back office support to sales teams as required.
• Ensure timesheets are processed weekly, ensuring job numbers are correct for input, and expenses claimed are accompanied with the necessary background paperwork.
• Liaise with client, sub-contractors, engineers and H&K managers as necessary and ensuring the highest levels of contract/back office support to both internal and external stakeholders.
• Manage and track in coming client calls in line with Security/Fire Operating procedures.
• Prepare weekly and monthly applications for payment and submit to client for all quoted, reactive and PPM works.
• Liaise with clients and Contract Managers to resolve invoice/application queries in a timely manner.
• Provide general administration support to the team and client staff as appropriate.
• Manage and Apply for Police Intervention to client’s systems with the relevant police authority (ACPO).

What we will need from you as an Administrator

• Previous experience in a similar administrative role, preferably in customer service is highly desirable.
• Previous experience within the Fire & Security sector is essential, however FM experience would also be considered.
• Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines (essential).
• Strong attention to detail and accuracy (essential).
• Proficient in using Microsoft Office Suite (essential) and CRM software (desirable as training will be provided).
• Excellent verbal and written communication skills (essential).
• Strong problem-solving and customer service skills (essential).
• Ability to work independently and as part of a team (essential).
• Able to use initiative, be proactive and contribute to continuous improvement activities (essential).

What you can expect in return as an Administrator

• 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)

Please note:

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

Additional Company information

What sets us apart? Our culture. What we call 'the Hall & Kay way'...it's a people thing. Put simply, we know we can achieve more when we work as a team - with clients, with the communities we serve and in our own business. Our people create safety every single day, using their skills and experience to adapt to changing situations and rise to the challenges presented to them. It's our people that make us trusted to deliver.