Job Description

About the Role

CFS Systems is growing, and we're looking for a highly organised, proactive and detail-focused Business Support Administrator.

This hybrid role combines administration, personal assistant duties, sales support, and tender coordination, making it ideal for someone who enjoys a varied workload and keeping a busy team running smoothly.

We can offer some flexibility for the right candidate in terms of working hours and working days--for example slightly adjusted start/finish times or school-friendly hours. Full-time is preferred, but we are open to discussing options.

Company Overview

CFS Systems specializes in providing Fire & Security Systems to clients across both private and public sectors. We are committed to delivering high-quality products and personalized service through installation, maintenance, and servicing of a wide range of safety and security solutions.

Main Role of a Business Support Administrator

The Business Support Administrator is the organisational backbone of the company, providing essential administrative, communication and coordination support across departments. Their main role is to ensure the smooth day-to-day running of the business by handling documents, managing information flow, supporting managers and directors, maintaining records, and keeping operations on track. They help improve efficiency across the business.

You will support our Sales and Managing Directors, Operations team and engineers, ensuring the smooth flow of information across the business. This is a key role within our organisation and will suit someone who is confident, professional and eager to take ownership of their responsibilities.

Key Responsibilities

Reception & Communication

Answering calls and handling messages professionally Monitoring shared inboxes, filtering emails and redirecting enquiries Greeting visitors, suppliers and contractors Responding to general queries and directing to the correct colleagues
Document & Data Management

Filing, scanning and organising documents Creating and maintaining clean digital file structures Updating spreadsheets and internal trackers Maintaining certificates, insurances and supplier documents Ensuring forms and templates remain correct and up to date
Internal Liaison

Acting as a central communication point between sales, engineers, operations, design and accounts Chasing internal updates where needed
Office Organisation

Maintaining a rolling to-do list and helping prioritise tasks Managing stationery and office supplies Keeping office areas tidy and organised Receiving and tracking deliveries
Scheduling & Coordination

Booking appointments and site visits Coordinating calendars and meetings Blocking out time for deadlines, bid submissions and focused work Sending customer confirmations Updating CRM records Setting up online meeting links and preparing meeting rooms
Travel & Logistics

Booking hotels, transport and parking Preparing itineraries for site visits and client meetings Ensuring travel documents and information are ready
HR & Staff Support

Keeping staff files up to date Managing onboarding packs and induction paperwork Booking training courses and updating training records
Meeting Preparation

Preparing briefing notes, agendas and print packs Taking meeting minutes and issuing action points Following up to make sure actions are completed
Purchasing & Stock Admin

Ordering tools, uniforms, office supplies and equipment Checking stock levels Booking deliveries Matching delivery notes to POs
Compliance & Certification Support

Assisting with BAFE, SSAIB, CHAS, Safecontractor and other audits Maintaining compliance documentation Tracking expiry dates for insurance, DBS and training certificates
General Support

Supporting directors with day-to-day tasks Organising staff events, birthdays and team meetings Running occasional small errands Helping where needed across the business
Personal Organisation for Directors

Reminding directors of deadlines, calls and priorities Flagging urgent matters Drafting replies to emails where needed Filtering non-essential communication
Sales Support

Logging leads and enquiries Preparing quote packs and supporting documents Managing document version control Chasing supplier pricing Proofreading documentation Maintaining tidy sales/tender file structures
Tender & Bid Support

Downloading tender packs and checking requirements Creating structured tender folders Monitoring deadlines and tender portals Keeping progress checklists Assisting with uploading final tender submissions
Skills & Experience

Strong organisational and multitasking skills Excellent communication skills (written & verbal) High attention to detail Confident with Microsoft Office / Google Suite Ability to prioritise and work under pressure Experience in admin, PA work or sales support (preferred) Experience with tenders or the fire/security industry (advantage but not essential)

What We Offer

Full training A supportive, friendly team environment Career progression opportunities On-site parking The chance to develop a long-term career in a growing business
If you're ready for a busy, varied role within a growing team, send us your CV to apply by 30/11/25.

Job Types: Full-time, Part-time, Permanent

Pay: 151.00-488.40 per week

Expected hours: 20 - 40 per week

Benefits:

Company pension Flexitime Free parking On-site parking
Work Location: In person

Application deadline: 30/11/2025