Fire & Security Administrator

Overview

In this Administrator role you will provide high-quality back-office and administrative support to operations and clients. You will streamline service and maintenance processes, ensuring compliance with contract specifications and accreditation bodies. You will collaborate with the Security/Fire team to keep projects on track, manage documentation, and generate reports to support service delivery. This is a hands-on, process-improvement role at a London-based, client-focused provider with a strong project delivery culture.

Pay / Benefits

• salary range competitive & negotiable
• 25 days holiday plus bank holidays (option to buy 5 days)
• contributory pension
• life assurance
• private medical scheme
• 36.5 hours per week

Responsibilities

• Coordinate PPM, reactive, project and quoted works with labour planning
• Update client and in-house IT/CAFM systems for works and certifications
• Ensure timely submission of PPMs and generated reports for the engineering team
• Raise and manage reactive work orders with clear client communication
• Raise purchase orders and renew sub-contractor contracts for PPM
• Maintain timesheets, job numbers, and expense documentation
• Liaise with clients, subcontractors, engineers and managers to support stakeholders
• Prepare weekly/monthly payment applications and resolve invoice queries
• Manage police intervention processes with relevant authorities and address nuisance alarms
• Ensure administration procedures align with ISO9001 and external accreditation bodies (NSI & SSAIB)
• Support policy maintenance and continuous improvement activities across the team
• Provide general admin support to the team and client staff

Key requirements

• Previous administrative experience, preferably in customer service
• Experience in Fire & Security sector advantageous; FM or engineering experience essential
• Excellent organisational and time management skills
• Strong attention to detail and accuracy
• Proficient in Microsoft Office Suite
• CRM software experience (training provided)
• Excellent verbal and written communication
• Strong problem-solving and customer service skills
• Ability to work independently and in a team
• Proactive, initiative-taking and improvement mindset

• can-do attitude
• strong communication
• attention to detail
• Microsoft Office Suite
• CRM software
• IT/CAFM systems

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