Job Description

JOB DESCRIPTION & PERSON SPECIFICATION

Job Title

Service / Installation Administrator

Reports to

Office / HR Manager

Department

Service / Install

Location

Portishead office

Job description

Service / Installation Administrator

Brunel Fire & Security is a successful and growing business, providing fire and security solutions for commercial and industrial businesses. We are dedicated to ensuring the safety and security of our clients' properties and assets. We take pride in our commitment to excellence and have recently become part of the Obsequio Group, one of the top 100 fastest growing private companies in the UK. We are seeking a dedicated and experienced Service / Installation Administrator to join our friendly and hardworking team and play a crucial role in maintaining our high standards of customer service.

Experience in the industry / scheduling, facilities or trades / FM helpdesk would be an advantage. We do require someone who has a proven track record of excellent customer service, administration background and strong communication skills.

The successful applicant will be given the possibility of career progression and development in the future. Training & support will be provided.

JOB DESCRIPTION

Job purpose

As a Service / Installation Administrator at Brunel Fire and Security, you will be an integral part of our team, responsible for facilitating seamless communication and coordination between our customers, subcontractors, suppliers, engineers, and other stakeholders. You will play a pivotal role in ensuring the smooth operation of our service department, maintaining strong relationships with all parties involved and assist with the smooth running of the company's administration and CRM system.

Duties and responsibilities

You will be responsible for (but not limited to) performing the following tasks:

Handle incoming service calls including logging, distributing and monitoring via our bespoke CRM system Communicate with customers to schedule service and installation appointments, gather information on service / project requirements, and provide regular updates on service/project status. Address customer inquiries, concerns, and requests promptly and professionally. Liaise with suppliers to procure necessary materials and equipment for service and installation projects. Coordinate with subcontractors to ensure timely and high-quality project completion Monitor engineer schedules and allocate tasks efficiently Maintain accurate and up-to-date records of service and installation activities, including work orders, invoices, and customer information. Prepare and process project-related paperwork Raising of purchase orders relating to installations, small works and service parts required, verifying invoices and providing works orders to contractors as required Provide administrative support to both service and installation departments as needed to optimize workflow and project management Identify opportunities to streamline processes and enhance efficiency within the service and installation departments. Collaborate with the team to implement best practices and innovative solutions. Receiving and checking off deliveries. Arranging flights, hotels and car hire as requested. Proactively monitor all jobs through the life cycle keeping to all agreed customer SLA's Ensure when closing jobs that outcomes are communicated to relevant clients and staff Update management forecasts spreadsheets when required Manage and schedule all maintained customers service visits and contract renewals Preparation, sending and reviewing of new maintenance contracts Preparation of sales quotations using the in-house CRM system Manage returns against jobs relating to installations, call outs and service Invoicing service call outs and small works when required Manage engineers' vehicles in relation to service/repairs to minimize business disruption Maintain an accurate online filing system and hard copy when required Specific key client management Regular monitoring of the CRM system reference job status, maintenance planner and leads outstanding and reporting to management Other supportive administration tasks to meet the needs of the business Ad hoc tasks as required

Skills

Demonstrated experience in administrative role (at least 3 year), preferably in a similar industry/role Previous experience in scheduling would be an advantage Ability to see the big picture Excellent communication skills, both written and verbal Excellent organizational skills Effective problem-solving skills High-level of attention to detail and accuracy Strong knowledge of Microsoft packages and good all-round PC Skills Ability to adapt to shifting priorities and effectively manage multiple tasks Strong time management skills Calm under pressure Team player Initiative and flexible approach to work Commitment to reliability, punctuality, and a willingness to go above and beyond to meet customer expectations. Self-motivated Professional and Confidential
The above job description is non-exhaustive. You may be asked to carry out other administrative duties to meet the needs of the business.

Why Join Us:

This is an exciting opportunity to join Brunel Fire and Security based in Portishead working a 40-hour week at a time when we are part of the prestigious Obsequio Group, offering significant growth potential and access to a broader industry network. We value commitment, reliability, and the willingness to take initiative to provide exceptional service and installations. You will have the chance to contribute to the safety and security of our clients and explore avenues for professional advancement and personal fulfilment. The office environment is busy and fast paced and you would be working collaboratively within our friendly team.

Due to the nature of the business, industry standard security clearance and a standard DBS is required.

The hours will be Monday - Friday 8.30am - 5.00pm (1/2 hour unpaid lunchbreak)

25 days holiday plus bank holidays (excluding Bank Holidays)

Company Pension (after initial 3 months)

If you are interested in joining our friendly team and ready to take on this exciting role, please submit your CV along with your supporting letter to our Office/HR Manager Kinga Ferencz at kinga@brunelsecurity.co.uk outlining your relevant experience and explaining why you believe you are the ideal candidate for this position. We look forward to reviewing your application.

The company reserves the right to appoint at any time during the recruitment process before the closing date if a suitable candidate is found.

A competitive salary will be offered to the right candidate.

Job Type: Full-time

Pay: From 25,500.00 per year

Benefits:

Company events Company pension On-site parking Work from home
Ability to commute/relocate:

Bristol BS20 6PN: reliably commute or plan to relocate before starting work (required)
Education:

GCSE or equivalent (required)
Language:

English (required)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person