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