Fire & Security Administrator

JLL; Greater London; On-site; GBP 28,000 - 42,000; Full time

Job summary

JLL in London is seeking an experienced Administrator to provide operational support for service maintenance activities within a Security/Fire portfolio. You will coordinate PPM, reactive, project and quoted works, maintain client communications, and ensure compliance with NSI/SSAIB and ISO9001 standards.

The role requires strong organisational skills, excellent communication, and the ability to work independently or with the team in a busy, client-facing environment.

Qualifications

• Previous experience in a similar administrative role, preferably in customer service is highly desirable.
• Previous experience within the Fire & Security sector would be an advantage but FM or engineering experience is essential.
• 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).

Responsibilities

• Contribute to effective communications and be the operational support for all service maintenance related activities
• Demonstrate a responsive "can-do" attitude to the Security/ Fire team and end users across the portfolio
• Ensure prompt and professional response to customer requests
• Responsibility for ensuring due compliance to the London & South East contract specifications (Client Specific)
• Provide monthly reports in the agreed format both internally and to specific clients.
• Provide Conformity Certificates to clients in line with the required external Auditors (NSI & SSAIB).
• Ensure all Quality Management Systems are in line with ISO9001, and all administration tasks are carried out in line with this requirement.
• 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).
• Provide details on request to operational teams for the correct management of nuisance alarms from client systems.
• Ensure that administration procedures and records are maintained in line with company policy and outside accreditation bodies including NSI & SSAIB.
• Support Operational team and key stakeholders to maintain policies and procedures to ensure conformity to outside accreditation bodies including NSI & SSAIB

Skills

Organizational skills

Time management

Attention to detail

Verbal and written communication

Problem-solving

Independent working

Initiative / Proactive mindset

Tools

Microsoft Office Suite

CRM software

Job description

Location

Office based - Central London

Main Duties

• Contribute to effective communications and be the operational support for all service maintenance related activities
• Demonstrate a responsive "can-do" attitude to the Security/ Fire team and end users across the portfolio
• Ensure prompt and professional response to customer requests
• Responsibility for ensuring due compliance to the London & South East contract specifications (Client Specific)
• Provide monthly reports in the agreed format both internally and to specific clients.
• Provide Conformity Certificates to clients in line with the required external Auditors (NSI & SSAIB).
• Ensure all Quality Management Systems are in line with ISO9001, and all administration tasks are carried out in line with this requirement.

Administration

• 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).
• Provide details on request to operational teams for the correct management of nuisance alarms from client systems.
• Ensure that administration procedures and records are maintained in line with company policy and outside accreditation bodies including NSI & SSAIB.
• Support Operational team and key stakeholders to maintain policies and procedures to ensure conformity to outside accreditation bodies including NSI & SSAIB

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 would be an advantage but FM or engineering experience is essential.
• 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