Job Description

:

Island Fire & Security are seeking a highly organised, proactive, and professional Administrative Coordinator to provide essential administrative support to the Managing Director. The ideal candidate will be a self-starter with excellent communication and time-management skills, capable of handling confidential information and coordinating various tasks efficiently. This role also requires a strong attention to detail and the ability to manage multiple responsibilities.

Key Responsibilities:

Executive Support:

Provide high-level administrative and secretarial support to the Managing Director, including managing calendars, scheduling meetings, and organising travel arrangements.

Customer Liaising:

Schedule required work, ensuring clear communication of project details, timelines, and expectations, and efficiently delegate tasks to appropriate subcontractors to support smooth project delivery.

Correspondence Management:

Handle incoming and outgoing communications (emails, calls, post), responding on behalf of the company.

Documentation and Filing:

Prepare and maintain various business documents, reports, presentations, and spreadsheets, ensuring accurate and up-to-date records.

Meeting Coordination:

Organise and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

Office Organisation:

Oversee office supplies, manage inventory, and maintain an efficient and professional office environment.

Confidentiality:

Handle sensitive information with the utmost discretion and professionalism.

Essential Skills & Experience:

Proven experience as a Personal Assistant, Executive Assistant, or Admin in a professional environment. Strong organisational and multitasking skills with the ability to prioritise tasks effectively.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.

Excellent written and verbal communication skills, ability to handle confidential and sensitive information responsibly. High attention to detail, accuracy, and ability to meet deadlines.Ability to work independently and as part of a team, managing competing priorities.

Desirable Skills & Experience:

Experience with Fire and Security Systems, including knowledge of compliance regulations, system installation, maintenance, or related administrative tasks. Experience with Quality Management Systems (e.g., ISO 9001, 45001 & Safe Contractor).

Previous experience working in a fast-paced or technical industry, particularly in fire and security or health and safety.

Additional administrative qualifications or certifications advantageous (e.g., Level 3 in Business Administration or IOSH Managing Safely).
Job Types: Full-time, Temp to perm
Contract length: 12 months

Pay: 25,000.00-27,000.00 per year

Application question(s):

Candidate must be able to work at premises
Language:

English (required)
Work Location: In person