Projects Administrator

Wessex Fire & Security; Shaftesbury; On-site; GBP 37,195,000 - 42,706,000; Full time

Benefits offered by this job

BUPA medical insurance

Accident and Sickness insurance

Life Assurance

Pension contributions

25 days holiday (pro-rata)

Job summary

Wessex Fire & Security, based in Shaftesbury, is seeking a full-time Projects Administrator to join our team. The role covers raising engineers’ documentation before jobs, managing certification at completion, and ensuring smooth transfer from Sales to Install and then to Service.

The position requires accuracy, strong organisational skills, and the ability to multi-task in a busy environment. Salary is £13.45 per hour with benefits including pension and private medical cover, 25 days holiday

Qualifications

• Previous administration experience.
• Excellent written and verbal communication skills.
• Excellent ability to organise and prioritise workload to meet targets.
• High level of accuracy and tenacity.
• Excellent teamwork and collaboration skills.
• Customer-focused mindset.

Responsibilities

• Raise engineers' documentation before a job commences and complete administration at end of job.
• Report to the Department Manager and participate in training on equipment and processes.
• Liaise with Sales Admin to transfer orders to Install Department and with Install/Service teams.
• Handle inbound calls and direct to correct department; invoicing and document production where required.
• Complete job packages and raise health & safety folders where applicable.

Skills

Admin experience

Computer literacy

Communication skills

Organizational skills

Attention to detail

Teamwork

Problem solving

Customer focus

Job description

Wessex Fire & Security are one of Dorset’s leading, well‑established Fire and Security companies who are now part of the andwis group of companies. We have over 40 years’ experience in the Fire & Security business both in domestic and commercial settings. We are seeking a full time Projects Administrator to work in our Shaftesbury office, Monday to Friday 8am to 5pm.

Duties & Responsibilities

The post holder will raise our engineers’ documentation before a job commences and then complete the administration process including certification at the end of a job. The post holder will report to the Department Manager and will be provided with training on the equipment, and processes we use across all of our disciplines. The work requires a high degree of attention to detail as well as the ability to multi-task as we have a continuous flow of projects that require compliance assurance throughout their installation process.

Duties will include:

• Ensuring that engineers jobs are raised and checked in a timely manner.
• Checking and completing jobs and raising certification and system Operation and Maintenance Manuals.
• Scanning, storing, updating and saving records.
• Liaising with the Sales Admin team to ensure the smooth transfer of orders from the Sales to Install Department.
• Liaising with the other members of the Install Department and Service Department to ensure the smooth transition of work from Install into Service.
• Supporting the Projects Admin Team Leader and Contracts Managers in the development of our processes and systems of work.
• Handling inbound calls from our customers and directing them to the correct department.
• Invoicing, and producing other documents where required.

Specific tasks

• Order checking process: Printing off, credit checking, applying for credit cover, checking opera/extreme job costings, proforma’s if relevant and saving order acknowledgements.
• Raising job numbers to allow the contract manager to order the equipment to begin the job.
• Raising new orders & engineer calls with the relevant paperwork.
• Checking engineer reports are completed and carry out relevant further action: send to quote, advise customer, return visits
• Invoicing
• Small Works/Projects WIP
• Supply Onlys
• Credits
• Sending engineers weekly work diaries
• Entering Timesheets
• O&M Manuals
• Raising British Standard & BAFE/NSI Certificates
• Sending datasheets
• Printing/Scanning plans/Filing
• PO’s to suppliers/Response
• Liaising with engineers via phone/email
• Labour/material transfer forms
• Booking Hotels & Ferries where required.
• Completing Job Packages once work is complete.
• Raising Health & Safety Folders where applicable.

The list of tasks is inclusive but not an exhaustive list and you may be required to help the wider team in times of holiday, sickness and to meet the business needs and demands.

Essential Competencies

• Previous administration experience.
• Computer literate.
• Excellent written and verbal communication skills.
• Excellent ability to organise and prioritise workload effectively to meet targets.
• High level of accuracy and tenacity.
• Excellent team working skills.
• Good problem‑solving skills.
• Customer Focused.

Remuneration

• £13.45ph
• 25 days holiday (pro-rata), plus opportunity to purchase additional holiday through salary sacrifice.
• BUPA medical insurance
• Accident and Sickness insurance
• Life Assurance
• Pension contributions

All subject to qualifying periods of employment and Conditions of Contract.

Wessex Fire & Security is proud to be an equal opportunity employer that seeks to recruit, develop and retain the most talented people from a variety of backgrounds, perspectives, and skills. We therefore encourage applications from all genders, races, religions, ages and sexual orientations, as well as people living with disabilities and any other groups that could bring diverse perspectives to our business.