Passive Fire Protection Administrator
Salary: £28,000–£34,000 per annum, depending on experience
Contract Type: Permanent
Working Hours: Monday to Friday, 9:00am–5:00pm – Office Based
Benefits: Free off-street parking, 28 days annual leave including bank holidays
Role Overview
We are looking for an organised and proactive Passive Fire Protection Administrator to support the coordination and delivery of passive fire works across a busy portfolio of properties.
This is a fast-paced administrative role supporting works such as fire door inspections and remedials, fire stopping, compartmentation works and other fire safety remedial programmes.
You will work closely with Contracts Managers, Supervisors, Operatives, Subcontractors, Clients and Residents to ensure works are planned efficiently, appointments are booked, records are kept up to date and completed works are accurately documented.
The successful candidate will be comfortable managing a busy workload, dealing with a high volume of calls and emails, and ensuring jobs progress from initial instruction through to completion.
Key ResponsibilitiesAdministration & Compliance
- Maintain and update job management systems, spreadsheets, trackers and client portals.
- Raise and process new jobs and works orders.
- Upload and maintain passive fire documentation, including inspection reports, photographs, certificates and completion records.
- Ensure documentation relating to fire doors, fire stopping and remedial works is accurate and complete.
- Monitor outstanding works and update job statuses accordingly.
- Assist with preparing completed job packs and information for clients.
- Maintain accurate records across multiple systems.
- Support Contracts Managers and operational teams with general administration.
Planning & Scheduling
- Plan and schedule appointments for Passive Fire Operatives, Engineers and Surveyors.
- Coordinate fire door inspections, fire stopping surveys, remedial works and follow-up visits.
- Manage operative diaries and assist with daily and weekly planning.
- Liaise with residents and clients to arrange access to properties.
- Reschedule appointments where required and ensure changes are communicated promptly.
- Monitor outstanding and overdue jobs and chase progress where necessary.
- Work closely with operational teams to ensure works are completed within agreed timescales and client SLAs.
Client, Resident & Operative Communication
- Handle a high volume of inbound and outbound telephone calls and emails.
- Act as a key point of contact between clients, residents, operatives and internal teams.
- Provide updates on appointments, outstanding works and job progress.
- Deal professionally with access issues, cancellations and resident queries.
- Escalate urgent or high-priority fire safety works to the relevant Contracts Manager or Supervisor.
- Maintain a professional and customer-focused approach at all times.
Passive Fire Works
The role will provide administrative support across a range of passive fire protection works, which may include:
- Fire door inspections and surveys
- Fire door repairs and remedial works
- Fire door replacements
- Fire stopping
- Penetration sealing
- Compartmentation works
- Fire barrier works
- Passive fire surveys
- Remedial works identified through Fire Risk Assessments
- Recording photographic evidence and completion information
- Tracking works from initial survey through to completion
Skills & Experience
- Minimum of 1 year's experience within an administrative, planning or coordination role.
- Previous experience within passive fire protection, fire safety, construction, social housing, repairs and maintenance or facilities management would be highly beneficial.
- Experience scheduling works or managing operative diaries would be advantageous.
- Strong organisational skills with the ability to manage multiple jobs and priorities.
- Excellent telephone manner and communication skills.
- Confident dealing with clients, residents, operatives and contractors.
- Strong attention to detail, particularly when handling compliance documentation.
- Proficient in Microsoft Office, including Word, Excel and Outlook.
- Comfortable learning and using job management systems and client portals.
- Able to work to deadlines, KPIs and client SLAs.
- Proactive and confident chasing outstanding works and information.
- Calm and professional when dealing with a busy workload.
Desirable Passive Fire Experience
Previous experience working for a passive fire, fire door, fire stopping, construction, housing repairs or compliance contractor would be helpful but not necessary.
Knowledge of terminology such as fire doors, fire stopping, compartmentation, remedials, inspections, surveys, job sheets and completion certificates would be advantageous, although training can be provided for candidates with strong administration or planning experience.
Working Environment
This is a fully office-based role, Monday to Friday, 9:00am–5:00pm.
The position would suit someone who enjoys working in a busy operational environment and is comfortable coordinating multiple jobs, speaking with operatives and residents throughout the day, and ensuring passive fire works are progressed and completed within required timescales.
Job Types: Full-time, Permanent
Pay: £28,000.00-£34,000.00 per year
Benefits:
- Free parking
- On-site parking
Application question(s):
- Do you have previous experience with diary management for multiple site based operatives?
Experience:
- Planner: 1 year (preferred)
- Administrative: 1 year (required)
Language:
Licence/Certification:
- Driving Licence (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
