About the job
The Engineering Administrator provides administrative support to both the Maintenance (PPM) and Projects teams across Access Control, CCTV, Intruder Alarm, and associated systems.
Working across both departments, the role focuses on document preparation, data entry, record maintenance, and general administrative assistance to support day-to-day operations. Responsibilities include maintaining accurate documentation, updating internal systems, preparing standardised paperwork, and assisting with scheduling and reporting activities as directed.
Key Responsibilities
Maintenance Admin
· PPM reports – Writing up PPM reports following engineer attendance and submitting for approval.
· PPM inbox – Monitoring and assisting with PPM inbox correspondence.
· Preparing job packs – Preparing PPM job packs, checking for any installs or project works since the previous visit, saving documentation in the PPM folders, and allocating engineers on the GANT.
· Booking PPM visits – Emailing clients to arrange PPM visits, updating the Master PPM Schedule accordingly, raising RAMS requests, and informing the Health & Safety team.
· Updating Salesforce – Assisting with setting up and updating account information for new and existing clients where required, including uploading updated test sheets.
· Maintaining the Master PPM Schedule – Keeping the Master PPM Schedule updated with job statuses and relevant notes.
· Assist with Adhoc tasks within the Maintenance (PPM) team.
Projects Admin
· Assist in document creation – Documents include; Certificates, PCT's, Tech subs, O&M's, CCTV screen shots, ATP's.
· Project close off - Liaise with PM's for project “Closing off” emails, check documents are available, Check with design and Deliveries for close out.
· Book Project handover meetings – Liaise with Commercial, projects, and other teams to schedule in handover meetings.
· Assisting in preparing Application for Payment documents – Monthly preparation of Applications to assist the teams in invoicing and applying for correct values.
· Liaise with other teams to share information on projects – May include searching through Project folders for relevant documentation or reaching out to PM’s and engineers for information.
· Assist with As Built documentation preparation – The preparation of a crucial piece of Project documentation will require liaising with project teams to ensure accuracy.
· Assist with Adhoc tasks within the Project team.
Required Skills
· Proficient with Microsoft Suite - Minimum of; Word, Excel, Outlook.
· Excellent Communication Skills - Verbal and written.
· Excellent Organizational Skills - Good eye for detail.
· Positive Attitude - Keen to Learn. Flexible approach to tasks in a growing company.
Package Benefits
· 24 days annual leave plus bank holidays.
· Rewards and Healthcare Package.
· Company Pension.
· On going training and development.