Administrator - HQ in Chatham

About the Role

As a Solutions Hub Team Member, you will be at the heart of our operations, supporting the administration and day‑to‑day management of client contracts and services. You will work closely with clients, colleagues, and suppliers to ensure invoices, purchase orders, reports, and customer information are managed accurately and efficiently. This role offers variety, responsibility, and the opportunity to make a real impact by supporting service delivery and contributing to an exceptional customer experience.

Location: Ward Security HQ - Chatham Dockyard

Salary: £28,000 per annum

Full‑time office based role.

Responsibilities

• Managing and supporting a portfolio of client accounts.
• Building strong relationships with clients and providing regular service updates.
• Producing daily, weekly, and monthly reports within agreed deadlines.
• Processing and managing invoices, ensuring accuracy and timely delivery.
• Handling invoice and finance‑related queries professionally and efficiently.
• Managing the purchase order database, including obtaining, tracking, and applying purchase orders.
• Uploading invoices and purchase orders to client portals.
• Maintaining accurate records across company systems, including HubSpot and Servicetrac.
• Supporting annual Mobile Services renewals and associated invoicing processes.
• Assisting with customer enquiries, quotations, and identifying opportunities to promote additional security solutions.
• Investigating and resolving customer issues and complaints in a professional manner.
• Ensuring compliance with company procedures, client requirements, and industry regulations.
• Providing general administrative and operational support to ensure the Solutions Hub runs efficiently.

Qualifications

• Strong administrative and organisational skills.
• Excellent communication and customer service abilities.
• High level of IT literacy and accuracy when working with systems and databases.
• Ability to build positive working relationships with clients and colleagues.
• Strong attention to detail and ability to manage multiple priorities.
• Basic understanding of invoicing, finance processes, or purchase orders.
• Ability to work independently and use initiative.

Personal Qualities

• Professional and approachable.
• Reliable and dependable.
• Self‑motivated and proactive.
• Detail‑focused with a commitment to quality.
• Positive attitude and willingness to support colleagues.
• Punctual and committed to delivering results.

Benefits

• Uniform, SIA Licensing savings scheme, Cycle to Work Salary Sacrifice scheme, Pension and Life Assurance benefits.
• Reward membership providing retail discounts, cinema tickets, gym membership, 24/7 free Employee Assistance Programme, and other benefits.

Equal Employment Opportunity Statement: At Ward Security, we believe in fostering an inclusive workplace where diversity is celebrated, and every individual is valued. We are committed to providing equal opportunities to all employees and applicants regardless of race, colour, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or any other characteristic protected by law. As an equal‑opportunity employer, we strive to create an environment that promotes fairness, respect, and collaboration. We are dedicated to recruiting, hiring, training, and promoting individuals based on their qualifications, skills, and abilities. We embrace the unique perspectives and backgrounds of our team members, recognising that diversity enriches our organisation and contributes to our success.