Business & Administration Coordinator in Cheltenham

We are recruiting for a Business & Administration Coordinator in Cheltenham to join A&E Fire and Security. A&E Fire and Security Ltd is a specialist in the fire and security industry installing and maintaining fire and security equipment and systems to a wide variety of new and existing customers throughout the Southwest, Midlands, South Wales and M4 Corridor to London. We pride ourselves on being a committed team who strive to deliver an excellent customer service that exceeds our customers' expectations. It is extremely important to us to provide a service that protects our customers and their organisation, and protects their property, colleagues, friends and family from the devastating effects of fire.

Role Purpose

The Business & Administration Coordinator is the operational engine of the Business & Administration function. This role handles the day to day coordination of fleet, purchasing, health & safety, HR administration, office management, and finance support - enabling the Business & Administration Manager to focus on oversight, decision making, and stakeholder management. The Coordinator is a key point of contact for routine requests across the business and plays an important role in keeping operations running smoothly and compliantly.

Key Responsibilities

• Fleet Operations
  • Book and coordinate vehicle services, MOTs, and repairs (reactive and planned)
  • Manage vehicle tax administration
  • Coordinate vehicle deliveries and collections as required
  • Conduct and manage vehicle audits and appraisals
  • Administer fuel cards and manage mileage records
  • Process parking charges, congestion/clean air zone payments, and vehicle fines
  • Administer insurance claims communication
  • Coordinate new vehicle set up including signage, equipment, and tracking
  • Produce regular fleet reports for management
  • Chase purchase orders and ensure timely delivery
  • Match purchase orders, delivery notes, and supplier invoices
  • Administer the returns tracker - chase credit notes and follow up internally
• Health, Safety & Compliance
  • Complete building inspection forms on schedule
  • Coordinate periodic equipment inspections (internal and external)
  • Support health & safety data gathering for accreditation submissions
  • Assist with quality management system coordination and audit chasing
• Office & Business Administration
  • Manage stationery and consumables ordering
  • Coordinate hotel, parking, and travel arrangements
  • Administer ID badges and access control
  • Handle customer and supplier forms on request
  • Manage waste and facilities administration
  • Provide general office administration and back up cover as required
• Finance & Quality Support
  • Support finance administration and credit control including customer communications
  • Assist with finance reporting and approval processes
  • Send periodic customer service feedback communications
  • Complete customer questionnaires and standard forms on request
• Engagement & Events
  • Coordinate company meetings, team building events, and socials
  • Support company event organisation
  • Administer staff recognition and milestone activities

Person Specification

• Demonstrable experience in a coordination, administration, or operations support role
• Highly organised with the ability to manage multiple concurrent tasks
• Strong attention to detail - comfortable handling data, records, and compliance administration
• Confident communicator with suppliers, contractors, and internal teams
• Proactive and self-managing - able to work to standing schedules with minimal supervision
• Proficient in Microsoft Office and familiar with business systems
• Experience in fleet administration or coordination
• Experience in a trades, engineering, or field services environment
• Exposure to health & safety, quality, or compliance administration

The candidate must be used to working in a busy, 'quick response' environment and must be able to be a reliable and assertive member of a busy operational team. It's also expected that the candidate will have a good understanding of commonly used Microsoft Office applications. In return, the company is offering a stable, fun and professional working environment with career progression opportunity for committed and proactive candidates. If you are passionate about customer service and administration and are looking to utilise and develop your existing skills then this is the role for you. This is a full time, on site position working 39.5 hours per week, Monday to Friday 08:00am until 4:30pm (4.00pm Fridays).

A&E Fire & Security Ltd
Unit 4 Bamfurlong Industrial Park
Staverton
Cheltenham
Gloucestershire
GL51 6SX