Administrator - Fire & Security

About Hall & Kay

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. We can design, supply, install, test, and maintain all types of sprinkler, gas suppression, fire detection, and integrated security systems. With 140+ years of trading experience and a strong project delivery culture, we have built lasting relationships with some of the UK’s most respected companies across industry and construction.

Location

Office based – Central London

Summary of Role

The Administrator will provide high-quality administration and back-office support 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 the efficiency and effectiveness of our processes to support service delivery.

Responsibilities

• Alongside the operational team, plan and coordinate 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 are obtained from subcontractors, and that in-house labour is uploaded to the IT/CAFM system in a timely manner to achieve KPIs and SLA.
• Ensure PPM planners are up to date and uploaded into the IT/CAFM system, and generate monthly PPMs to disseminate to the engineering team.
• Raise reactive work orders for engineers and subcontractors, ensuring consistent communication with the client throughout the lifecycle of each job raised.
• Raise purchase orders and renewal of annual subcontractor orders for PPM, and update 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, with correct job numbers for input, and that claimed expenses include the necessary background paperwork.
• Liaise with clients, subcontractors, engineers, and H&K managers as necessary, ensuring the highest levels of contract/back-office support to internal and external stakeholders.
• Manage and track incoming client calls in line with Security/Fire operating procedures.
• Prepare weekly and monthly applications for payment and submit to the 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 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 administration procedures and records are maintained in line with company policy and external accreditation bodies, including NSI & SSAIB.
• Support the Operational team and key stakeholders to maintain policies and procedures to ensure conformity with external 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 (highly desirable).
• Previous experience within the Fire & Security sector (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; 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).
• Ability to take 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, with 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).

Additional Information

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.

Company Culture

What sets us apart? Our culture—what we call the Hall & Kay way. 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.