Location: Great Blakenham, Suffolk
Hours: Monday to Friday, 8:00am–5:00pm (1-hour unpaid lunch)
Salary: £27,000+ depending on experience
Working pattern: Full-time, office-based
Start date: Immediate start available, subject to reasonable notice and onboarding requirements
About the role
We're looking for an Administrator to join our busy office team at ExempliFire.
This is a varied and fast-paced role that sits at the heart of our day-to-day operations. You'll be dealing with customers, suppliers and engineers, managing bookings and reschedules, keeping information up to date and supporting the wider team to make sure everything runs smoothly.
This isn't a role where you'll be doing the same repetitive tasks day in, day out. Priorities can change quickly, the phone may be ringing while emails are coming in and you'll often need to make decisions about what needs your attention first.
It's a demanding but rewarding role, and we're looking for someone who genuinely enjoys being busy, solving problems, learning new things and taking ownership of their work.
About ExempliFire
ExempliFire is a growing, family-run business providing fire protection and associated services to a wide range of professional customers, including property managers, block management companies, local councils and large regional customers.
Our services include fire alarm, emergency lighting and dry riser servicing, fire risk assessments, maintenance and repairs, installations and, occasionally, CCTV.
We're a supportive and collaborative, close-knit team. We're hands-on, fast-paced and rapidly changing, so everyone plays an important part in keeping the business moving.
What you'll be doing
Your responsibilities will include:
- Answering incoming calls, primarily dealing with customer queries and bookings;
- Managing customer bookings and reschedules using our job management software, customer portals and telephone;
- Managing the administration email inbox, responding to and redirecting queries as appropriate;
- Proactively contacting customers and suppliers to confirm appointments and gather important information, such as site access arrangements;
- Liaising with engineers regarding bookings, access information and other customer requirements;
- Dealing with any customer complaints calmly, professionally and appropriately;
- Managing customer keys and ensuring they are recorded, stored and handled securely;
- Uploading documents and invoices to customer portals;
- Updating customer and billing information on our systems;
- Managing the company's phone routing system;
- Supporting the Operations Manager and Directors as required; and
- Helping to ensure the office runs efficiently and that nothing falls through the cracks.
The role will involve working across multiple systems and priorities, so you'll need to be comfortable switching between tasks and adapting when circumstances change.
What we're looking for
The most important thing to us is personality and approach.
We're looking for someone who is:
- Highly organised and able to juggle competing priorities effectively;
- Friendly and confident when speaking to customers on the telephone;
- Calm, professional and resilient when dealing with difficult or challenging situations;
- Proactive and able to work independently;
- A strong team player who is happy to get stuck in and support colleagues;
- Highly detail-oriented and takes pride in getting things right;
- Confident learning new software, systems and processes;
- Comfortable learning new subject matter and developing an understanding of the services we provide;
- Professional but personable;
- A quick learner who enjoys being challenged;
- Reliable, trustworthy and able to handle confidential and sensitive information with discretion; and
- Someone who takes ownership and wants to make a positive contribution rather than simply completing a list of tasks.
You should enjoy working in an environment where no two days are necessarily the same and where priorities can change quickly.
Previous experience successfully managing administration within a busy office environment would be advantageous, particularly where you've had to manage multiple competing priorities. However, we're much more interested in finding the right person than simply counting years of experience.
Previous experience within the fire protection, construction, engineering or a related industry would be a bonus, but is not required. Full training will be provided, and you will need to be confident in learning the subject matter required to do the role effectively.
Essential skills
- Proficient in Microsoft Word, Excel and Outlook;
- Excellent verbal and written communication skills;
- Strong organisational and prioritisation skills;
- Excellent attention to detail;
- Ability to remain calm and professional under pressure;
- Ability to learn new systems and information quickly;
- Ability to work independently as well as part of a team;
- A professional and customer-focused approach; and
- Good judgement and discretion when handling confidential information.
What we offer
- Salary of £27,000+ depending on experience;
- 22 days' annual leave plus bank holidays;
- Company events;
- Training and development opportunities;
- Opportunities for progression;
- Free parking;
- Office perks;
- Enhanced maternity and paternity pay (eligibility criteria apply);
- A supportive, friendly and close-knit working environment; and
- The opportunity to play a key role in a growing family business.
Who will you work with?
You'll report directly to one of our Directors and work closely with the Operations Manager, while being an integral part of our wider office team.
We're looking for someone who will become a trusted and dependable part of that team - someone who can take ownership of their responsibilities, anticipate problems, keep things moving and ultimately make life easier for the people around them.
How to apply
If you're highly organised, resilient, proactive and enjoy working in a busy environment where no two days are the same, we'd love to hear from you.
To apply, please send your CV and a cover letter explaining why you feel you would be a good fit for this role to [email protected].
Please note that a cover letter is required as part of the application. We are particularly interested in candidates who demonstrate attention to detail and have taken the time to read the advert and tell us why this role is right for them.
The recruitment process will consist of an initial CV review, followed by a telephone screening and then an office-based interview.
Immediate start available for the right candidate, subject to reasonable notice and onboarding requirements.
ExempliFire is an equal opportunities employer. We welcome applications from candidates of all backgrounds and are committed to creating an inclusive, supportive and welcoming working environment for everyone.
Pay: From £27,000.00 per year
Benefits:
- Company events
- Free parking
- On-site parking
Work Location: In person
