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- Tasks: Coordinate service and maintenance activities for fire safety systems, ensuring efficiency and compliance.
- Company: Join FDS Group, a leader in life safety solutions with a supportive team culture.
- Benefits: Salary up to £28k, private healthcare, bonus scheme, and career development opportunities.
- Why this job: Be the vital link between engineers and clients, making a real difference in safety.
- Qualifications: Experience in service coordination and strong organisational skills are essential.
- Other info: Enjoy continuous training and a dynamic work environment focused on growth.
The predicted salary is between 24000 - 32000 £ per year.
The Service & Maintenance Team Administrator plays a critical role in ensuring the effective planning, coordination, and delivery of service and maintenance activities across FDS Group’s smoke ventilation and fire alarm contracts. The role acts as the central point of contact between engineers, clients, suppliers, and internal teams, ensuring works are scheduled efficiently, compliance obligations are met, and service levels are consistently achieved. This position requires strong organisational skills, technical awareness of life safety systems, and the ability to operate in a fast-paced, compliance-driven environment.
Key Responsibilities
- Service & Maintenance Coordination
- Schedule and coordinate Planned Preventative Maintenance (PPM), reactive call-outs, remedial works, and small works for smoke ventilation and fire alarm systems.
- Allocate work to field engineers based on competence, availability, and contract requirements.
- Manage daily and weekly engineer schedules, ensuring optimal utilisation and productivity.
- Monitor job progress and ensure works are completed within SLA and contractual timeframes.
- Client & Contract Support
- Act as the primary point of contact for service and maintenance customers.
- Log service requests, prioritise faults, and ensure appropriate response times are met.
- Maintain clear communication with clients regarding attendance, progress, delays, and outcomes.
- Support contract compliance for housing associations, local authorities, managing agents, and commercial clients.
- Compliance & Documentation
- Ensure all service and maintenance activities comply with relevant British Standards, including (but not limited to): BS 9999 / BS 7346 (Smoke Control Systems) and BS 5839 (Fire Detection & Alarm Systems).
- Ensure engineer worksheets, service reports, certificates, and compliance documentation are completed accurately and returned on time.
- Upload and manage documentation within CAFM / service management systems.
- Reactive & Emergency Works
- Coordinate emergency call-outs, including out-of-hours escalation where required.
- Ensure faults are categorised correctly and engineers are dispatched promptly.
- Track outstanding defects and remedial actions to closure.
- Administration & Reporting
- Raise job orders, purchase orders, and subcontractor requests where required.
- Support invoicing by ensuring all works are fully documented and signed off.
- Produce service performance reports, KPIs, and contract summaries as required.
- Maintain accurate service records and asset data.
- Internal Collaboration
- Liaise closely with Operations, Projects, Commercial, and Finance teams.
- Support engineers with access arrangements, technical information, and system history.
- Assist with onboarding and coordination of new service contracts.
Essential
- Proven experience in a service coordination or scheduling role within one of the following - fire alarm, smoke ventilation, or life safety systems.
- Strong understanding of service & maintenance operations in a compliance-led environment.
- Excellent organisational, planning, and time-management skills.
- Confident communicator with the ability to manage engineers and clients professionally.
- Proficient in service management systems (CAFM), Microsoft Office, and job scheduling software.
Desirable
- Knowledge of smoke ventilation systems (AOVs, natural and mechanical smoke control).
- Familiarity with engineering teams and statutory compliance.
- Experience working within SLAs, KPIs, and performance-based contracts.
Personal Attributes
- Highly organised with strong attention to detail.
- Calm and effective under pressure.
- Proactive problem-solver.
- Customer-focused with a strong service ethos.
- Team-oriented with the ability to coordinate multiple stakeholders.
What FDS Group Offers
- A key role within a specialist life safety organisation.
- Salary up to £28k per annum - DOE.
- Enrolment onto private health care scheme upon successful completion of probationary period.
- Enrolment onto bonus scheme.
- Opportunities for career development within a growing group.
- Supportive team environment.
- Continuous ongoing training.
Service & Maintenance Team Administrator in Greenhithe employer: Fire Design Solutions
Contact Detail:
Fire Design Solutions Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Service & Maintenance Team Administrator in Greenhithe
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with potential colleagues on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its services. Understand their compliance standards and be ready to discuss how your skills align with their needs. Show them you’re not just another candidate, but someone who genuinely cares about their mission.
✨Tip Number 3
Practice your communication skills! As a Service & Maintenance Team Administrator, you'll need to juggle multiple stakeholders. Role-play common scenarios with a friend to boost your confidence and ensure you can handle any situation that comes your way.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re serious about joining our team and ready to dive into the world of service coordination.
We think you need these skills to ace Service & Maintenance Team Administrator in Greenhithe
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights your experience in service coordination or scheduling, especially in fire alarm or smoke ventilation systems. We want to see how your skills match the role, so don’t be shy about showcasing your organisational prowess!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you’re the perfect fit for the Service & Maintenance Team Administrator role. Share specific examples of how you've managed schedules and communicated with clients in the past.
Showcase Your Compliance Knowledge: Since this role is all about compliance, make sure to mention any relevant experience you have with British Standards or compliance-led environments. We love candidates who understand the importance of meeting regulations!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates. Plus, we can’t wait to hear from you!
How to prepare for a job interview at Fire Design Solutions
✨Know Your Stuff
Make sure you brush up on your knowledge of fire alarm and smoke ventilation systems. Familiarise yourself with relevant British Standards like BS 9999 and BS 5839. This will not only show your technical awareness but also demonstrate your commitment to compliance.
✨Show Off Your Organisational Skills
Prepare examples from your past experience that highlight your organisational and planning abilities. Think about times when you successfully coordinated schedules or managed multiple tasks under pressure. Be ready to discuss how you prioritised and ensured everything ran smoothly.
✨Communicate Clearly
As the role involves liaising with various stakeholders, practice articulating your thoughts clearly. You might be asked how you would handle communication with clients or engineers, so think of scenarios where you effectively managed expectations and resolved issues.
✨Be Proactive and Problem-Solving
Prepare to discuss how you've tackled challenges in previous roles. The interviewers will want to see your proactive approach to problem-solving, especially in a fast-paced environment. Share specific examples where you identified issues and took the initiative to resolve them.
