Location
Office based - Central London
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.
Main Duties
* Contribute to effective communications and be the operational support for all service maintenance related activities
* Demonstrate a responsive “can‑do” attitude to the Security/ Fire team and end users across the portfolio
* Ensure prompt and professional response to customer requests
* Responsibility for ensuring due compliance to the London & South East contract specifications (Client Specific)
* Provide monthly reports in the agreed format both internally and to specific clients.
* Provide Conformity Certificates to clients in line with the required external Auditors (NSI & SSAIB).
* Ensure all Quality Management Systems are in line with ISO9001, and all administration tasks are carried out in line with this requirement.
Administration Duties
* 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 in coming 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)
IMPORTANT
DBS check may be required as part of the job role at Hall & Kay.
#J-18808-Ljbffr