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About the Role

Our Administrator will provide a high-quality administration and back-office support service to operational teams and clients, ensuring 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

• Plan and co-ordinate PPM, reactive, project and quoted works, ensuring correct labour resource allocation through forward planning.
• Update 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 in a timely manner to achieve KPIs and SLAs.
• Ensure PPM planners are up to date and uploaded into the IT/CAFM system and generate monthly PPMs from that system for the engineering team.
• Raise reactive work orders for engineers and sub-contractors, ensuring consistent communication with the client throughout the job lifecycle.
• Raise purchase orders and renewal of annual sub-contractor orders for PPM, updating contract information sheets and management contract files.
• Manage sales trackers and provide back-office support to sales teams.
• Process timesheets weekly, ensuring correct job numbers and that expenses claimed are accompanied by necessary paperwork.
• Liaise with client, sub-contractors, engineers and H&K managers, providing high levels of contract/back-office support.
• Manage and track incoming client calls in line with Security/Fire Operating procedures.
• Prepare and submit weekly and monthly applications for payment to the client for all quoted, reactive, and PPM works.
• Liaise with clients and Contract Managers to resolve invoice/application queries.
• Provide general administration support to the team and client staff.
• 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.
• Maintain administration procedures and records in line with company policy and outside accreditation bodies (NSI & SSAIB).
• Support Operational team and key stakeholders to maintain policies and procedures for conformity to outside accreditation bodies (NSI & SSAIB).

Requirements

• Previous experience in a similar administrative role, preferably in customer service is highly desirable.
• Previous experience within the Fire & Security sector is essential.
• Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Proficient in using Microsoft Office Suite and CRM software (training will be provided).
• Excellent verbal and written communication skills.
• Strong problem-solving and customer service skills.
• Ability to work independently and as part of a team.
• Able to use initiative, be proactive and contribute to continuous improvement activities.
• May be required to undertake a DBS check.

Skills

• Microsoft Office Suite
• CRM software
• Problem-solving
• Customer service
• Organisational skills
• Time management
• Attention to detail
• Communication skills

Location

• Office based - Central London
• On-site – London, GBR

Work Type

• Office based
• On-site

Experience Level

• Competitive & negotiable depending on experience

Salary/Compensations

• Competitive & negotiable depending on experience

Benefits

• 25 days holiday plus bank holidays
• Option to buy 5 days holiday
• Contributory company pension scheme
• Life Assurance
• Private medical scheme

About the Company

• Hall & Kay delivers complex fire protection and security solutions.
• Focuses on the lifetime value of a project, including design, supply, installation, testing, and maintenance of sprinkler, gas suppression, fire detection, and integrated security systems.
• Has 140+ years of trading experience and a strong project delivery culture.
• Has built lasting relationships with respected companies in UK industry and construction.
• Culture is described as 'the Hall & Kay way' – a people thing, emphasizing teamwork with clients, communities, and within the business.
• People create safety daily, adapting to changing situations and challenges.
• Uses AI to accelerate connections between candidates and opportunities.