Service and Installation Administrator in Portishead

Location: Portishead Office (BS20 6PN)

Salary: From £25,500 per annum

Job Type: Full-time, Permanent

Hours: Monday to Friday, 8:30am – 5:00pm (30-minute unpaid lunch break)

About Us

Brunel Fire & Security is a successful and growing business providing fire and security solutions to commercial and industrial clients across the UK. We are committed to delivering exceptional service and protecting our clients' people, properties, and assets. As part of the Obsequio Group, one of the UK's fastest-growing private companies, we offer exciting opportunities for career development and progression within a supportive and collaborative environment.

We are looking for an organised and customer-focused Service & Installation Administrator to join our friendly team in Portishead. Previous experience within scheduling, facilities management, trades, service coordination, or helpdesk administration would be advantageous, although not essential. Most importantly, we're looking for someone with strong administration skills, excellent communication abilities, and a commitment to delivering outstanding customer service.

The Role

As a Service & Installation Administrator, you will play a key role in supporting the smooth operation of our Service and Installation departments. You will act as a central point of contact for customers, engineers, suppliers, subcontractors, and internal teams, ensuring projects and service visits are coordinated efficiently and professionally. This is a varied and fast-paced role offering excellent opportunities to learn, develop, and progress within the business.

Key Responsibilities

• Customer Service & Coordination
• Handle incoming service requests and log, allocate, and monitor jobs through our CRM system.
• Schedule service visits and installation appointments.
• Provide customers with regular updates on job progress.
• Respond promptly and professionally to customer enquiries and requests.
• Manage specific key client accounts and maintain strong customer relationships.
• Scheduling & Project Support
• Monitor engineer schedules and allocate work effectively.
• Coordinate with subcontractors to ensure projects are completed on time and to the required standard.
• Proactively monitor jobs throughout their lifecycle, ensuring all customer SLAs are met.
• Communicate job outcomes to relevant customers and internal stakeholders upon completion.
• Administration & Documentation
• Maintain accurate records of service and installation activities.
• Prepare and process project-related documentation.
• Create and manage purchase orders, contractor work orders, and supplier invoices.
• Prepare maintenance contracts, contract renewals, and sales quotations using the company CRM system.
• Maintain both electronic and hard-copy filing systems where required.
• Update management reports and forecasting spreadsheets as required.
• Operational Support
• Order and coordinate materials and equipment with suppliers.
• Manage returns relating to service calls, installations, and small works.
• Process invoicing for service call-outs and minor works.
• Coordinate engineer vehicle servicing and repairs to minimise disruption.
• Receive and check deliveries.
• Arrange travel, accommodation, and vehicle hire when required.
• Support continuous improvement initiatives and identify opportunities to streamline processes.
• General Duties
• Provide administrative support across the business as required.
• Assist with ad hoc projects and tasks to support business needs.

About You

Essential Skills & Experience

• Minimum 3 years' experience in an administrative role.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Highly organised with excellent attention to detail.
• Strong Microsoft Office and general IT skills.
• Ability to manage multiple priorities and work effectively under pressure.
• Excellent time management and problem-solving abilities.
• Professional, reliable, and trustworthy.
• Self-motivated with a proactive approach to work.
• Team player with a flexible attitude.

Desirable Skills & Experience

• Previous scheduling or service coordination experience.
• Experience within facilities management, engineering, trades, construction, fire and security, or a similar industry.

What We Offer

• Competitive salary from £25,500 per annum
• 25 days annual leave plus bank holidays
• Company pension scheme (following successful completion of probation)
• Training and development opportunities
• Career progression within a growing organisation
• Company events
• On-site parking
• Supportive and friendly team environment

Additional Information

Due to the nature of our business, successful applicants will be required to undergo industry-standard security screening and a DBS check.

Requirements

• GCSEs (or equivalent)
• Excellent English language skills
• Driving licence preferred
• Ability to reliably commute to Portishead (BS20 6PN) or relocate before commencing employment

If you would like to join our growing team, please submit your CV together with a covering letter outlining your relevant experience and explaining why you would be a great fit for the role.