Fire & Security Administrator

The Hall & Kay way… it’s a people thing.

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+ year 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.

Location: Office based - Central London

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

• 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 but FM or engineering experience is essential.

• 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)

Location:

On-site –London, GBR

At Hall & Kay, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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

How to apply

Please submit a tailored CV detailing your experience relevant to this role.

Additional Company information

What sets us apart? Our culture. What we call ‘the Hall & Kay way’.…it’s a people thing. Put simply, we know we can achieve more when we work as a team – with clients, with the communities we serve and in our own business. Our people create safety every single day, using their skills and experience to adapt to changing situations and rise to the challenges presented to them. It’s our people that make us trusted to deliver.

Find out more about us and what our people say about us.