SMALL WORKS QUOTES ADMINISTRATOR
Salary £26,000 - £28,000 per year
COMPANY OVERVIEW
Spy Alarms are a leading security company based in the South-East. It is an exciting time to join Spy Alarms who are experiencing impressive growth. We are already one of the largest privately-owned installers of fire detection and security systems in the Southeast. The Spy group now has 75,000 customers across London and the Southeast. Despite this, our staff continue to value the “family feel” culture that Spy has retained and enjoy working in a flexible, friendly, supportive team environment.
ROLE SUMMARY
Reporting to the Sales Manager, the Small Works Quotes Administrator is responsible for the timely, accurate preparation and follow-up of small works quotations, ensuring every opportunity arising from engineer visits, service reports, remedial recommendations and customer requests is quoted promptly and progressed to order.
Building up quotations directly within Dynamics 365, the Administrator prices each job correctly, manages the small works quotes pipeline and follows up proactively to maximise quote-to-order conversion and small works revenue.
Working closely with Engineers, Coordinators, Suppliers and the Sales Admin team, the Administrator manages inbound small works channels, creates leads for opportunities requiring a surveyor visit and collaborates to schedule surveys, ensuring customers receive a fast, professional response.
The role requires strong organisational skills, commercial awareness, accuracy under pressure and the discipline to keep a high volume of quotes moving whilst maintaining excellent customer service. This is an office based role and will be based in Sargasso five days per week. Hybrid working is not offered with this role.
MAIN RESPONSIBILITIES
Small Works Quotes Administrators turn engineer-identified opportunities and customer requests into won work.
Through fast, accurate quoting and disciplined follow-up, they protect and grow revenue, keep customers moving and give the field and sales teams the commercial support they need to deliver the best possible results.
Areas of responsibility
- Prepare and build up small works quotations directly in Dynamics 365, promptly and accurately, from engineer reports, remedials, service visits and customer requests
- Price each job correctly using labour, materials and margin build-ups
- Obtain and validate parts and materials pricing with suppliers and engineers
- Issue every quote within the maximum 48-hour turnaround SLA
- Effectively manage the inbound small works channels – the shared inbox, individual emails and the engineer direct dial line
- Create leads for opportunities that require a surveyor visit, and collaborate with the Sales Admin team to schedule surveys
- Maintain the small works quotes pipeline in Dynamics 365 with accurate, up-to-date records
- Follow up open quotes proactively to maximise quote-to-order conversion
- Process won quotes into orders and hand off cleanly for scheduling
- Manage and reduce aged and open quotes
- Prioritise quoting based on customer sensitivity, value and business need
- Support achievement of small works sales, output and conversion targets
- Escalate pricing queries, risks and complex quotes appropriately
PREFORMANCE MEASURES
Quotes issued – minimum average of 18 per day
Quote turnaround – maximum 48-hour SLA
Quote-to-order conversion – 40%+
Small works revenue won
Quote and pricing accuracy
Aged and open quotes
Inbound channel response times (shared inbox, emails, direct dial)
Surveyor leads created and surveys scheduled
Dynamics 365 data accuracy
Customer satisfaction
EXPECTED BEHAVIOURS
Customer-first mindset
Strong ownership and accountability
Confident decision maker
Excellent planning and organisational skills
Commercial awareness
Ability to challenge constructively
Calm under pressure
Strong attention to detail
Proactive approach to problem solving
Collaborative team player
Results driven
BENEFITS
In return, you have the chance to work for a successful growing NSI gold and BAFE approved company with a great reputation and knowledge of CCTV, Access Control and Fire and Intruder Alarms.
Ø Competitive Salary AE
Ø Pension
Ø Up to 25 days holiday plus bank holidays and attendance bonus of 1 day
Ø BUPA employee assistance program
Ø Career progression opportunities
Ø Staff referral scheme
Ø Company sick pay
Ø Rewards & recognition programmes
Ø Ongoing training
Ø Company events
Hours and other details about the job:
This is an office-based role with standard hours of 8.30am-5.00pm Monday – Friday and some flexibility to manage any task in hand.
One day working from home is available after probation.
NSSA Security Screening is required for this role.
Job Types: Full-time, Permanent
Pay: £26,000.00-£28,000.00 per year
Benefits:
- Bereavement leave
- Casual dress
- Company events
- Company pension
- Employee discount
- Enhanced maternity leave
- Enhanced paternity leave
- Health & wellbeing programme
- On-site parking
- Referral programme
- Sick pay
Ability to commute/relocate:
- Orpington BR5 3RJ: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Customer Service Management: 2 years (required)
- Small Works Quotes Administrator: 1 year (required)
- Dynamics 365: 1 year (preferred)
Language:
Work authorisation:
- United Kingdom (required)
Work Location: In person
