Office Administrator

APS; Nottingham; On-site; GBP 24,000 - 29,000; Full time

Benefits offered by this job

25 holidays + bank holidays

Holiday buy scheme

Company vehicle

AVIVA pension scheme

Job summary

APS Security & Fire is seeking an organised Office Administrator to join our Nottingham team. This office-based role (Mon-Fri) supports maintenance operations, ensures accurate admin processes, and delivers excellent customer service to clients and contractors.

You will coordinate maintenance jobs, schedule appointments, manage engineer workloads, maintain records in Simpro, and help with invoicing and reporting.

Qualifications

• Organised, proactive Office Administrator with ability to manage a busy workload.
• Strong communication and customer service skills are essential.
• Excellent planning, time management and attention to detail are required.

Responsibilities

• Coordinate maintenance jobs and schedule appointments.
• Monitor and manage engineer workloads and maintenance documentation.
• Provide customer service via phone and email and liaise with contractors and colleagues.
• Maintain accurate customer and job records in Simpro and ensure timely reporting.
• Assist with invoicing, account administration and general admin tasks.

Skills

Organisational skills

Time management

Customer service

Communication skills

Attention to detail

Proactive approach

Tools

Simpro

Job description

APS Administrator – Fire and Security

Location Nottingham - Office based, Mon-Fri only

Salary: £26500, plus company benefits

About APS

APS Security & Fire is an NSI Gold approved company with over 20 years of experience in the fire and security industry, dedicated exclusively to serving commercial clients.

We design, install, monitor, and maintain intruder alarms, fire alarms, CCTV, access control, and integrated security systems. Our commitment to quality means that we only use high-grade equipment that meets both UK and EU standards, ensuring reliability and compliance. We are East Midlands located with regional travel across this area only.

APS is proudly part of Obsequio Group; Our businesses all deliver expert safety and compliance services across the UK, supporting both public and private sector clients, solving complex compliance challenges for operators, developers, estates teams and within facilities management.

About the Role

APS Security and Fire is looking for an organised, proactive and professional Office Administrator to join our team. This is a varied role that plays an important part in ensuring our maintenance operations run efficiently, our customers receive excellent service, and our administrative processes are completed accurately and on time.

What We’re Looking For

The successful candidate will be highly organised, reliable and able to manage a busy workload while maintaining excellent attention to detail. You will be confident communicating with customers, contractors and colleagues and will be comfortable adapting to changing priorities and schedules.

You will demonstrate:

• Excellent planning and organisational skills.
• Outstanding time management and the ability to prioritise effectively.
• Strong communication and customer service skills.
• The ability to work closely and effectively with other departments.
• A professional and positive approach when working with colleagues and customers.
• Flexibility and the ability to adapt to changing schedules and priorities.
• Excellent attention to detail.
• The ability to produce accurate, professional documentation within required timescales.
• A proactive approach to identifying and resolving issues.

Key Responsibilities

As an Office Administrator, you will play a key role in coordinating our maintenance operations and supporting the wider business. Your responsibilities will include:

• Maintenance Coordination: Planning and scheduling maintenance jobs, arranging customer appointments, coordinating contractors and managing engineer workloads.
• Job Management: Monitoring maintenance jobs from initial booking through to completion, ensuring all documentation, certificates, reports and follow-up visits are actioned promptly.
• Customer Service: Communicating with customers by phone and email, responding to queries and ensuring a professional and efficient service at all times.
• System Administration: Maintaining accurate and up-to-date customer and job information within Simpro and ensuring the system is effectively monitored and managed.
• Reporting & Compliance: Producing and maintaining regular internal and external reports, including daily, monthly and KPI reporting requirements.
• Invoicing & Account Administration: Supporting monthly invoicing and processing customer account cancellations accurately and efficiently.
• General Administration: Providing administrative support across the business and completing additional tasks as required by management.

What We Offer

• Base salary up to £26500
• 25 holidays plus bank hols
• Holiday buy scheme
• Company vehicle
• AVIVA pension scheme
• Supportive management and a positive working environment

Why Join APS Security?

This is an excellent opportunity to join a professional and supportive team within a busy security services environment. You will have a varied role with the opportunity to make a real contribution to the smooth running of our maintenance operations and the service we provide to our customers.

APS is an equal opportunities employer committed to diversity and inclusion.

We welcome applications from all qualified candidates regardless of background.

This job specification is not exhaustive and may be subject to modification in line with business requirements