Service & Maintenance Team Administrator

Service & Maintenance Team Administrator

The Service & Maintenance Team Administrator plays a critical role in ensuring the effective planning, coordination, and delivery of service and maintenance activities across FDS Groups smoke ventilation and fire alarm contracts. The role acts as the central point of contact between engineers, clients, suppliers, and internal teams, ensuring works are scheduled efficiently, compliance obligations are met, and service levels are consistently achieved.

This position requires strong organisational skills, technical awareness of life safety systems, and the ability to operate in a fast‑paced, compliance‑driven environment.

• Schedule and coordinate Planned Preventative Maintenance (PPM), reactive call‑outs, remedial works, 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, ensuring optimal utilisation and productivity.
• Monitor job progress and ensure works are completed within SLA and contractual time frames.

• Act as the primary point of contact for service and maintenance customers.
• Log service requests, prioritise faults, and ensure appropriate response times are met.
• Maintain clear communication with clients regarding attendance, progress, delays, and outcomes.
• Support contract compliance for housing associations, local authorities, managing agents, and commercial clients.

• Ensure all service and maintenance activities comply with relevant British Standards, including (but not limited to):
• BS 9999 / BS 7346 (Smoke Control Systems)
• BS 5839 (Fire Detection & Alarm Systems)
• Ensure engineer worksheets, service reports, certificates, and compliance documentation are completed accurately and returned on time.
• Upload and manage documentation within CAFM / service management systems.

• Coordinate emergency call‑outs, including out‑of‑hours escalation where required.
• Ensure faults are categorised correctly and engineers are dispatched promptly.
• Track outstanding defects and remedial actions to closure.

• Raise job orders, purchase orders, and subcontractor requests where required.
• Support invoicing by ensuring all works are fully documented and signed off.
• Produce service performance reports, KPIs, and contract summaries as required.
• Maintain accurate service records and asset data.

• Liaise closely with Operations, Projects, Commercial, and Finance teams.
• Support engineers with access arrangements, technical information, and system history.
• Assist with onboarding and coordination of new service contracts.

• Proven experience in a service coordination or scheduling role within one of the following – fire alarm, smoke ventilation, or life safety systems.
• Strong understanding of service & maintenance operations in a compliance‑led environment.
• Excellent organisational, planning, and time‑management skills.
• Confident communicator with the ability to manage engineers and clients professionally.
• Proficient in service management systems (CAFM), Microsoft Office, and job scheduling software.

• Knowledge of smoke ventilation systems (AOVs, natural and mechanical smoke control).
• Familiarity with engineering teams and statutory compliance.
• Experience working within SLAs, KPIs, and performance‑based contracts.

• Highly organised with strong attention to detail.
• Calm and effective under pressure.
• Proactive problem‑solver.
• Customer‑focused with a strong service ethos.
• Team‑oriented with the ability to coordinate multiple stakeholders.

• A key role within a specialist life safety organisation.
• Salary up to £28k per annum – DOE.
• Enrolment onto a private health care scheme upon successful completion of the probationary period.
• Enrolment onto a bonus scheme.
• Opportunities for career development within a growing group.
• Supportive team environment.
• Continuous ongoing training.