Administrator and Engineer Co-Ordinator

We are looking for a dynamic person to join our team, to provide administrative support and coordinate field engineers within a security company, ensuring efficient scheduling, timely service delivery, and excellent customer communication. The role is critical in maintaining smooth day-to-day operations for installations, maintenance, and emergency call-outs.

Key Responsibilities

1. Engineer Coordination & Scheduling

• Plan, schedule, and allocate engineers for installations, servicing, and reactive maintenance.
• Monitor engineer workloads and optimise routes for efficiency.
• Respond to urgent call-outs and adjust schedules accordingly.
• Track job progress and ensure completion within agreed timeframes.

2. Administrative Support

• Maintain accurate job records, service reports, and documentation.
• Process job sheets, timesheets, and service reports.
• Update internal systems (CRM/job management software).
• Prepare quotes, service reports, and customer documentation where required.

3. Customer Communication

• Act as a primary point of contact for clients via phone and email.
• Schedule appointments and confirm job details with customers.
• Provide updates on engineer arrival times and job progress.
• Handle queries, complaints, and service requests professionally.

4. Compliance & Documentation

• Ensure all work complies with industry standards (e.g., NSI, SSAIB, or equivalent).
• Maintain records for audits and compliance requirements.
• Support health & safety documentation and reporting.

5. Inventory & Resource Management

• Coordinate equipment and parts required for jobs.
• Liaise with suppliers to ensure availability of materials.
• Track stock levels and assist with ordering where needed.

6. Reporting & Performance Monitoring

• Generate reports on engineer productivity, job completion, and KPIs.
• Identify scheduling or operational inefficiencies.
• Assist management with performance tracking and planning.

Key Skills & Experience

Essential

• Previous experience in an administrative or coordination role.
• Strong organisational and multitasking skills.
• Excellent communication skills (written and verbal).
• Ability to work under pressure and manage changing priorities.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience with scheduling or CRM/job management systems.

Desirable

• Experience in the security industry (CCTV, alarms, access control, fire systems).
• Knowledge of compliance standards (NSI, SSAIB, BS/EN standards).
• Understanding of engineer workflows or field service operations.