Systems Administrator

We are looking for an organised and proactive Administrator to join our Systems Division. This is a fast-paced role supporting engineers, customers and internal teams to keep projects, installations and maintenance activities running smoothly.

You will be responsible for coordinating appointments, managing customer information, maintaining accurate records and supporting day-to-day operational administration. The ideal candidate will have previous office administration experience, be comfortable using multiple systems and Microsoft Office, and enjoy working in a busy environment where priorities can change quickly.

Working Hours: Monday to Thursday, 9:00am to 5:30pm and Friday, 9:00am to 5:00pm, with hybrid working available following successful completion of training.

Duties

• Answer customer telephone and email enquiries.
• Provide administrative support to customers, engineers and internal departments.
• Schedule installations, maintenance visits and engineer appointments.
• Maintain accurate customer records across business systems.
• Create, update and manage customer contracts, certificates and documentation.
• Coordinate engineer workloads and ensure all job information is available in advance.
• Process customer paperwork and maintain compliance records.
• Support NSI accreditation activities and key compliance requirements.
• Manage monitoring station information, keyholder records and associated documentation.
• Log customer faults and service requests, escalating where required.
• Liaise with finance regarding customer account and invoicing queries.
• Support route planning and scheduling of maintenance appointments.
• Issue certificates and customer documentation promptly and accurately.
• Ensure all administration is completed to a high standard and within required timescales., * Ongoing training and professional development
• Clear opportunities for career progression within a growing business
• Support towards relevant professional qualifications and certifications
• Employee assistance programme
• Employee recognition and reward initiatives
• Regular team socials and company events
• Employee wellbeing initiatives
• Free on-site parking
• Modern office environment
• Friendly and supportive team culture
• The opportunity to make a real impact in a growing and ambitious business

• Previous experience in an administration, coordination or office support role.
• Strong IT skills with confidence using Microsoft Office, particularly Outlook, Excel and Word.
• Experience using CRM, scheduling or business management systems.
• Excellent organisational skills and the ability to manage multiple priorities.
• Strong attention to detail and accuracy.
• Professional and confident communication skills.
• Able to work independently and as part of a team.
• Comfortable working in a fast-paced environment

Desirable

• Experience within a service, engineering, facilities management or customer service environment.
• Experience coordinating appointments or engineer schedules.
• Familiarity with compliance-driven administration processes.

Pulled from the full job description

• Referral programme
• Employee discount
• Employee assistance programme
• Free parking
• Company pension
• Casual dress
• Cycle to work scheme, * Casual dress
• Company events
• Company pension
• Cycle to work scheme
• Employee discount
• Free parking
• On-site parking
• Referral programme
• Work from home

Work authorisation:

• United Kingdom (required)

At ProFM Group, we are redefining the future of facilities management. As the UK’s number one ACS-approved contractor, we are leading the way in Security, Cleaning, and Security Systems, setting new industry benchmarks and pushing the boundaries of what’s possible.

Our people are the core of our success. We believe that every person is important, and each has the opportunity and obligation to make a difference. That’s why we don’t just offer jobs, we build careers. As an ambitious, forward-thinking organisation, we invest in our people through tailored training, career development, and industry-leading support to help them thrive.

Trusted by businesses nationwide, we deliver innovative, high-quality services that keep their people and places safe, secure, and operating at their best. But we don’t just meet industry standards, we set them. Through cutting-edge technology, smarter solutions, and an unwavering commitment to excellence, ProFM Group is transforming the facilities management landscape across the UK.

Our core virtues of Humility, Passion and People First, shape everything we do, from the services we provide to the culture we cultivate., If you meet the criteria, apply today and become part of ProFM Group, a company that’s setting new standards in Facilities Management. We invest in our people, embrace innovation, and are committed to delivering excellence across the industry.

We are proud to be an equal opportunity employer, a Disability Confident organisation, and a dedicated supporter of the Armed Forces Covenant. At ProFM Group, we create opportunities for all, champion diversity, and build a workplace where everyone has the opportunity to thrive.

Join ProFM Group and be part of the team that’s shaping the future of facilities management.