Fire & Security Project Administrator

Reporting to – Project Manager 
Working Hours: Mon – Fri, 8am – 5pm
Probation Period: 6 months
Job Type: Full Time, Permanent
Job Location: Office Based
Start Date: Immediate

SCOPE  

1. Organised and detail-oriented Fire & Security Project Administrator responsible for the administrative coordination, scheduling, and documentation of fire and security installation projects across residential, commercial, retail, and industrial environments, ensuring alignment with contractual obligations, British Standards, and relevant legislation. 
2. Accountable for processing customer orders, setting up new projects on internal systems, purchase order processing, supplier invoice and delivery management, and subcontractor administration in support of the Fire & Security project delivery teams.
3. Acts as a key administrative link between project engineers, project managers, clients, suppliers, and procurement, ensuring seamless project delivery, timely communications, and a high standard of record-keeping to support compliance and accreditation requirements.

KNOWLEDGE

1. A working understanding of regulatory requirements in the fire and security industry and associated standards, and their application to installation and project works. Knowledge of the EWC Employee Handbook, EWC policies and processes, and EWC ISO system of works.
2. Working knowledge of job management / CAFM systems (JobLogic) and their role in project set-up, scheduling, job management, and compliance reporting. 
3. Knowledge of purchase order and invoice processing workflows within a project contracting environment. 
4. Understanding of the Health & Safety at Work Act 1974 and current Health & Safety guidelines. 
5. Understanding of the Fire Safety Order 2005 and its implications for project compliance.

Essential  

1. Minimum 2 years' experience in an administrative role within a building services, fire and security, or construction / FM contracting environment. 
2. Demonstrable experience using CAFM or job management systems. Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
3. Experience in scheduling or coordinating field-based engineering teams or subcontractors.
4. Asbestos Awareness.
5. Manual Handling 

Desirable  

1. Knowledge of BAFE, NICEIC, or NSI accreditation frameworks.
2. Experience preparing project documentation such as quotations, RAMS, O&M manuals, and completion certificates.

SKILLS  

1. Excellent verbal and written communication skills, with the ability to liaise effectively with engineers, managers, clients, and suppliers. 
2. Strong organisational and time management skills, with the ability to prioritise competing demands and meet deadlines in a fast-paced environment.
3. Accuracy and attention to detail in data entry, document production, and financial processing.
4. Good research and reporting skills; able to compile and present administrative and compliance information clearly.
5. IT proficient, including spreadsheet software, CAFM platforms, and general office software. 
6. Ability to build positive working relationships across internal teams and with external clients and subcontractors.
7. Analytical and problem-solving ability to identify scheduling conflicts, budget variances, and administrative bottlenecks and resolve them proactively.
8. Ability to maintain accurate records and use digital tools to communicate project and compliance information effectively. 

DUTIES  

Project Administration & Scheduling  

1. Process customer orders and set up new projects on internal systems (JobLogic), ensuring all project details, tasks, and milestones are accurately logged, allocated, and tracked to completion.
2. Schedule and coordinate engineers, subcontractors, and site visits in conjunction with the Project Manager, ensuring efficient routing, adequate labour allocation, and alignment with the project programme.
3. Liaise with clients, suppliers, and engineers to track project progress, providing regular status updates and maintaining clear records of communications and agreed actions.
4. Monitor project timelines and budgets, proactively flagging delays, cost overruns, or issues to the Project Manager in a timely manner.
5. Coordinate the administration of subcontractor visits, ensuring relevant documentation, access arrangements, and site-specific requirements are communicated in advance.
6. Assist with welfare van hire scheduling, including arranging hires and off-hires, tracking hire periods, and maintaining accurate hire records to avoid unnecessary costs.

Commercial, Procurement & Invoicing  

1. Communicate with the purchasing team to raise purchase orders and manage supplier invoices and deliveries in accordance with company procedures.
2. Track supplier deliveries against project programmes, chasing outstanding orders and flagging shortages or delays to the Project Manager. Manage the Work in Progress report for projects; action, complete, or invoice aged jobs and monitor and cleanse the system of duplicate or open jobs.
3. Generate, maintain and develop progress and compliance reports that present project KPIs clearly to senior management and clients.
4. Support invoicing for completed project stages and final accounts, liaising with the finance team to resolve billing queries and ensure timely billing. 
5. Prepare quotations for projects, variations, and additional works under the direction of the Project Manager and follow up on outstanding approvals with clients.
6. Coordinate materials and spare parts lists and liaise with suppliers and the purchasing team to arrange timely procurement of materials. 
7. Assist in the preparation and submission of the monthly invoicing report, communicating findings to the Project Manager.

Compliance & Documentation  

1. Maintain accurate project records, compliance documentation, and job files, ensuring all documents are correctly filed, appropriately referenced, and readily accessible for client or audit purposes. 
2. Prepare RAMS, O&M manuals, and completion certificates under the direction of the Project Manager or QSHE team, checking for completeness and accuracy before issue to clients. 
3. Coordinate the retrieval and filing of commissioning and completion certification from engineers following project works, checking for completeness before uploading to internal systems or the client portal.
4. Assist in the preparation of permits to work, risk assessments, and method statements as directed by the Project Manager or QSHE team. 
5. Monitor training requirements across the team, maintaining and updating the training matrix and flagging gaps or expiry dates to the Project Manager for action. 
6. Support the QSHE team and Project Manager in preparing for third-party accreditation audits, including BAFE, NICEIC and NSI, by ensuring documentation is current, complete, correctly stored and available as audit evidence when required. 

Client & Stakeholder Communication  

1. Act as a professional first point of contact for clients, subcontractors, and suppliers, handling enquiries by telephone and email promptly and courteously.
2. Advise clients on engineer attendance, site visit schedules, appointment changes, and project status updates as required.
3. Maintain a professional company image through personal presentation, call handling, and all client and external stakeholder interactions. 
4. Respond to internal and client enquiries efficiently and escalate complex technical or commercial matters to the Project Manager without delay.
5. Handle general administrative duties including filing, correspondence, and reporting in support of the project delivery teams.
6. Provide administrative cover for other team members during periods of unplanned absence or peak workload

Health, Safety & Compliance  

1. Carry out all duties in accordance with the company's Health & Safety policy and the requirements of the IMS.
2. Implement and comply with EWC policies and procedures as set down by the ISO system of works, including business management systems, HR, IT, health and safety, environmental, communications, and branding. 
3. Attend Health & Safety briefings, toolbox talks, and company staff meetings as required. 

OTHER  

1. The ability to travel to a range of office locations as required. 
2. Appreciation that there may be occasional out-of-hours working, agreed in advance with the line manager. 
3. Success in this role will be measured through agreed operational, commercial and compliance indicators reviewed with the line manager, including project set-up accuracy, programme adherence, procurement and delivery performance, documentation quality, client satisfaction, WIP control, invoicing accuracy and the timely closure of non conformances. 
4. This role requires a minimum of 50 hours of CPD training to be completed each year, with progress monitored against agreed milestones.