Location: Coulsdon (4 days in the office, 1 day wfh)
Salary: £28,000–£36,000 (depending on experience)
The Company
At J-Tech Systems, we keep some of London's most prestigious commercial and residential properties safe and secure.
We design, install and maintain bespoke fire and security systems for clients who expect exceptional service and attention to detail. From luxury retail stores and corporate offices to high-end residential properties, our reputation has been built on being reliable, responsive and easy to work with.
As our business continues to grow, we're investing in the way we work behind the scenes. We're improving our systems, documenting our processes and building an operations function that is proactive rather than reactive.
This is an opportunity to join us at an exciting stage, where you'll play an important part in shaping how the office operates.
The Opportunity
We're looking for an organised and proactive Office & Operations Administrator to become the hub of our day-to-day operations.
Initially, your focus will be on keeping the office running smoothly. You'll manage customer enquiries, coordinate engineers, administer jobs within our field management software and ensure nothing falls through the cracks.
Over time, there will also be opportunities to take on Executive Assistant responsibilities, supporting our Managing Director as the business continues to grow.
You'll report directly to the Managing Director and will be successful if you can create structure, keep work flowing and ensure our customers receive an excellent service.
Responsibilities
Your role will include:
Office Operations
- Managing customer enquiries via telephone, email and our ticketing system
- Booking jobs and scheduling engineers
- Managing customer requests from key clients including property management companies
- Monitoring customer portals and responding promptly to new work requests
- Triaging requests to the appropriate team members
- Preparing access documentation and site paperwork
- Maintaining accurate customer and job records within our field management software
- Following up outstanding actions and ensuring jobs continue to move forward
- Regularly report operational bottlenecks and risks to the senior leadership team.
Business Administration
- Supporting project administration
- Assisting with documentation including RAMS and certification
- Maintaining organised digital records
- Helping improve office systems and processes
- Identifying opportunities to make the business more efficient
Executive Support (as the role develops)
- Inbox management
- Diary coordination
- Meeting preparation
- General support for the Managing Director
The Impact You'll Have
You'll become the central point that keeps the office organised, our engineers supported and our customers informed. By bringing structure and consistency to our operations, you'll help the wider business work more efficiently and create capacity for future growth.
Requirements
Experience
We're looking for someone who has previously worked in an office administration, operations administration, service coordination or similar role.
Experience supporting a senior manager or director would be an advantage but isn't essential.
Technical Experience
Experience using field management or job management software is essential.
This could include systems such as:
- Simpro
- BigChange
- Commusoft
- Joblogic
- Eworks Manager
- ServiceM8
- Or similar
You'll also be confident using Microsoft Outlook and Microsoft Office.
We'd Love to Hear From You If You...
- Enjoy organising people and processes
- Are naturally proactive rather than waiting to be asked
- Can confidently manage several priorities at once
- Have excellent attention to detail
- Communicate professionally with customers and colleagues
- Enjoy improving systems and finding better ways of working
- Are comfortable working independently within a small team
We'd Particularly Value
Examples of where you've:
- Coordinated engineers or field-based teams
- Managed customer requests from start to finish
- Improved an office process
- Used field management software on a daily basis
- Worked within construction, engineering, facilities management or property services
Please note: This role relies heavily on our field management software. Applications from candidates without genuine hands-on experience using this type of system are unlikely to be suitable.
Benefits
- Join a growing business where your ideas will genuinely make a difference
- Work closely with the Managing Director and play an important role in shaping how the office operates
- Opportunity to broaden your role into Executive Assistant responsibilities over time
- Hybrid working available following probation
- Supportive, friendly working environment
- Genuine opportunity to grow alongside the business
Job Type: Full-time
Pay: £28,000.00-£36,000.00 per year
Application question(s):
- Please tell us which field management or job management software you have used (e.g. Simpro, Commusoft, BigChange, Joblogic etc.). Describe how you used it in your day-to-day role and approximately how long you used it for.
Work Location: Hybrid remote in Coulsdon CR5 2HS
