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
- 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
Finance
- Day-to-day management of the purchasing of maintenance supplies and subcontracts. This will include the efficient logging and processing of extra works and timely authorisation of supplier’s invoices
- Take a responsible and proactive approach to ensure that invoicing is carried out in a timely and effective manner maintaining debt and WIP to acceptable levels.
- Ensure best purchasing practise using H&K nominated suppliers.
- Support delivery of effective invoicing to key accounts.
Health, Safety and Environmental
- Ensure that you, and any works instructed by you conform with EH&S responsibilities.
- Support Operational Management with Monthly audits, including the monitoring of van stock, and on-site client stock.
Quality of Service Delivery
- Ensure the CAFM system has an asset load of all sites under contract. Highlight any non-conformances to the relevant contract manager.
- Ensure a labour schedule for the mobile teams is available to the helpdesk.
- Ensure that all business systems are being utilised effectively and to standard required by Hall & Kay and Hall & Kay Security management. These include financial, KPIs and SLAs.
- Monitor and report on quality and financial performance of service delivery in line with KPI requirements.
- Regularly review all processes and adopt a pro-active, innovative approach in recommending improvements and changes to the service where considered to be cost effective and ensure that this change is driven through the operation in a seamless and efficient manner as appropriate.
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 and sell 2 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)
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.
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Last updated on Jan 16, 2025