The Hall & Kay way… it’s a people thing.

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

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.

Responsibilities

• 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 incoming 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 client’s 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 that administration procedures and records are maintained in line with company policy and outside accreditation bodies including NSI & SSAIB.
• Support Operational team and key stakeholders to maintain policies and procedures to ensure conformity to outside accreditation bodies including NSI & SSAIB