Fire & Security Project Administrator

• 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.
• 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.
• 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.

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• Communicate with the purchasing team to raise purchase orders and manage supplier invoices and deliveries in accordance with company procedures.
• 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.
• Generate, maintain and develop progress and compliance reports that present project KPIs clearly to senior management and clients
• Support invoicing for completed project stages and final accounts, liaising with the finance team to resolve billing queries and ensure timely billing.
• Prepare quotations for projects, variations, and additional works under the direction of the Project Manager and follow up on outstanding approvals with clients.
• Coordinate materials and spare parts lists and liaise with suppliers and the purchasing team to arrange timely procurement of materials.
• Assist in the preparation and submission of the monthly invoicing report, communicating
  findings to the Project Manager.

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

East West Connect Ltd is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on age, race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristics.

This policy applies to all employment practices within the organisation, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training and apprenticeship. East West Connect makes hiring decisions based on qualifications, merit and business needs at the time.