Fire & Security Administrator

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…