Description
maintenance scheduling
engineer allocation
cafm management
emergency dispatch
compliance docs
performance reporting
Key duties include scheduling Planned Preventative Maintenance, reactive call‑outs, remedial and small works, and allocating tasks to engineers based on competence and availability. The administrator monitors job progress, manages emergency escalations, ensures documentation complies with British Standards (e.g., BS 9999, BS 7346, BS 5839), and maintains accurate records in CAFM systems. They also produce performance reports, support invoicing, and collaborate with Operations, Projects, Commercial, and Finance teams to facilitate smooth service delivery.
- Schedule and coordinate Planned Preventative Maintenance, reactive call‑outs, remedial and small works for smoke ventilation and fire alarm systems.
- Allocate work to field engineers based on competence, availability, and contract requirements.
- Manage daily and weekly engineer schedules to maximise utilisation and productivity.
- Monitor job progress and ensure completion within SLA and contractual timeframes.
- Act as primary contact for service and maintenance customers, logging requests and prioritising faults.
- Communicate attendance, progress, delays, and outcomes clearly to clients.
- Ensure compliance with British Standards (BS 9999, BS 7346, BS 5839) and maintain accurate documentation.
- Upload and manage service reports, certificates, and compliance records in CAFM systems.
- Coordinate emergency call‑outs and out‑of‑hours escalations, dispatching engineers promptly.
- Track outstanding defects and remedial actions to closure.
- Raise job orders, purchase orders, and subcontractor requests as needed.
- Support invoicing by confirming documentation and sign‑offs.
- Produce service performance reports, KPIs, and contract summaries.
- Liaise with Operations, Projects, Commercial, and Finance teams to support engineers.
- Assist onboarding and coordination of new service contracts.
Requirements
service coordination
cafm
microsoft office
scheduling software
smoke ventilation
communication
The Service & Maintenance Team Administrator is responsible for planning, coordinating, and delivering service and maintenance activities across FDS Group’s smoke ventilation and fire alarm contracts. Acting as the central liaison between engineers, clients, suppliers, and internal teams, the role ensures efficient scheduling, compliance with standards, and consistent service levels. Strong organisational skills, technical awareness of life‑safety systems, and the ability to thrive in a fast‑paced, compliance‑driven environment are essential.
Candidates must have proven experience in service coordination or scheduling within fire alarm, smoke ventilation, or life‑safety systems, and possess strong planning, time‑management, and communication skills. Proficiency with CAFM, Microsoft Office, and job‑scheduling software is required, while knowledge of smoke ventilation systems and statutory compliance is desirable. Personal attributes include high organisation, attention to detail, calmness under pressure, proactive problem‑solving, and a customer‑focused, team‑oriented approach.
- Proven experience in service coordination or scheduling within fire alarm, smoke ventilation, or life‑safety systems.
- Strong organisational, planning, and time‑management abilities.
- Confident communicator capable of managing engineers and clients professionally.
- Proficient with CAFM, Microsoft Office, and job‑scheduling software.
- Desirable: knowledge of smoke ventilation systems (AOVs, natural and mechanical control) and familiarity with statutory compliance.
- Personal attributes: highly organised, detail‑oriented, calm under pressure, proactive problem‑solver, customer‑focused, team‑oriented.
Benefits
FDS Group offers a key position within a specialist life‑safety organisation, with a salary up to £28 k per annum (DOE), private health‑care enrolment, a bonus scheme, and continuous training. The role provides opportunities for career development in a supportive team environment and access to ongoing professional development.
- Salary up to £28 k per annum (DOE) with private health‑care enrolment after probation.
- Eligibility for bonus scheme and continuous training.
- Opportunities for career development within a growing specialist life‑safety group.
Training + Development
Information not given or found
