Fire & Security Administrator

London, England

Full-time

Onsite

Entry Level

Hall & Kay delivers fire protection and security solutions, including sprinkler, gas suppression, fire detection, and integrated security systems. The Fire & Security Administrator provides administrative and back-office support to operational teams and clients, coordinating service and maintenance activities, maintaining compliance and quality systems, managing work orders and records, and supporting reporting, invoicing, and customer communications.

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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

Qualification

Required

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
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)
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)

Preferred

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
CRM software (desirable as training will be provided)