Administrator - Fire & Security

At Hall & Kay, we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts, our focus is on the lifetime value of a project. Meaning we can design, supply, install, test and maintain all types of sprinkler, gas suppression, fire detection, and integrated security systems. With 140+ years of trading experience and a strong project delivery culture, we are proud to have built lasting relationships with some of the UK’s most respected companies in all areas of industry and construction.

Summary of role

Our Administrator will provide a high-quality administration and back-office support service to operational teams and clients. You will ensure efficient and effective administration for all service & maintenance provision in line with agreed processes and procedures. You will continuously improve efficiency and effectiveness of our processes to support service delivery.

Responsibilities

• 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 incoming 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.

What we will need from you as an Administrator

• 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.
• 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) and 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).

What you can expect in return as an Administrator

• Salary Range competitive & negotiable depending on experience.
• 25 days holiday plus bank holidays and option to buy 5 days.
• Contributory company pension scheme.
• Life Assurance.
• Private medical scheme.
• Hours: 36.5 hours per week (Monday to Thursday 8.45 – 16.40, Friday 8.45 – 16:00).

Please note: You may be required to undertake a DBS check as part of your job role at Hall & Kay.