Fire & Security Operations Administrator

Jll; City of Westminster; On-site; GBP 23,000 - 28,000; Full time

Benefits offered by this job

25 days holiday + bank holidays

Option to buy 5 extra days

Contributory pension scheme

Life Assurance

Private medical scheme

Job summary

Hall & Kay delivers fire protection and security solutions with a strong project delivery culture. This Administrator provides high-quality admin and back-office support to operational teams and clients, ensuring efficient processes and timely communications across service, maintenance, and project tasks.

You will assist with PPM planning, invoicing, supplier management, and adherence to ISO9001 standards, while collaborating with internal teams to sustain SLA and KPI targets.

Qualifications

• Previous experience in a similar administrative role, preferably in customer service.
• FM or engineering experience would be an advantage.
• Excellent organisational and time management skills.
• Proficient in Microsoft Office Suite and CRM software.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

Responsibilities

• Provide high-quality administration and back-office support to operational teams and clients.
• Coordinate PPM, reactive, project and quoted works and ensure correct labour resource allocation.
• Raise purchase orders and renewal of annual sub-contractor orders for PPM, updating contract information sheets.
• Manage and track client calls and ensure timely communication with clients and stakeholders.
• Prepare weekly and monthly applications for payment and submit to client for all works.
• Ensure ISO9001 compliance and maintain administration records accordingly.

Skills

Administration

Customer service

Microsoft Office

CRM software

Time management

Tools

CRM software

Microsoft Office

Job description

Hall & Kay delivers fire protection and security solutions with a strong project delivery culture. This Administrator provides high-quality admin and back-office support to operational teams and clients, ensuring efficient processes and timely communications across service, maintenance, and project tasks.

You will assist with PPM planning, invoicing, supplier management, and adherence to ISO9001 standards, while collaborating with internal teams to sustain SLA and KPI targets.