Job Title: Admin Team Leader
JOB SPECIFICATION
Reports to: Head Engineer
Contract: Full time – 40 hours per week
Working Pattern: Monday to Friday, 08:00 to 17:00
Based: Glasgow
Salary: £30,000 per annum
ABOUT PRIME SECURE
We are an award-winning, privately-owned, Glasgow-headquartered business providing security system and guarding services to our diverse customer base across the UK.
We are growing quickly and have ambitious plans to achieve a turnover of £50m per annum by 2030. We embrace new ideas and change and value everyone’s input into how we continue to thrive and grow.
ABOUT THE ROLE
What you will be doing:
- Supervise and support the admin team and allocate daily workload/priorities
- Monitor and action failed equipment
- Track equipment and stock usage for accurate billing and kit reconciliation
- Maintain accurate records and audit trail across jobs sheets and system entries.
- Reporting & Billing.
- Raising jobs for engineering attendance.
- Review job sheets and raise if necessary.
- Complete camera checks.
- Manage sim use.
- Communicate via calls and emails with internal and external clients.
Our Core Values:
- Integrity
- Customer Excellence
- Plain-Speaking
- Agility
- Courage & Conviction
WHO YOU ARE
We are looking for a proactive and organised Admin Team Leader to support our engineering operations across the UK. In this role, you will oversee key administrative processes, coordinate job allocations, maintain accurate system records, and ensure effective communication between engineers, customers, and internal teams.
This is an excellent opportunity for someone with exceptional organisational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
KEY RESPONSIBILITIES
Job and System Management
- Raise Fault and No-Connect Jobs: Use Client Relationship Management (CRM) system to create jobs based on data from sources such as the 3-day no alarm report, monitoring station handover emails, AJAX Pro Desktop, and the device monitor.
- Update CRM: Ensure accurate updates, including allocating assets to sites, updating customer details, arming times, and recording statics and transformer information.
- Distribute Jobs to Engineers: Allocate jobs on CRM, prioritising oldest jobs first.
- Review “Completed with Issues” Jobs: Examine completed jobs with issues and ensure follow-up actions are taken, then raise jobs appropriately.
- Camera Checks: Dial into Towers using the device monitor and use the portal for pods to identify faults and no connects.
Reporting and Billing
- Prepare the Daily Install/Decoms Sheet: Compile a daily report of installs, decommissions, and chargeable reconfigurations, and send it to accounts for billing purposes.
- Contra Charges: Check the live fleet document for contra charges, generate PDFs for relevant jobs, and send them to accounts on a weekly basis.
Timelapse and Remote Viewing
- Timelapse Management: Dial into timelapse cameras, download images from the past 24 hours, and save them to SharePoint.
- Remote Viewing Setup: Create user accounts for systems, add QR codes to templates, and send them to customers.
SIM and Device Updates
- SIM Portal Updates: Update the portal and CRM whenever there are installs, decommissions, or SIM changes (e.g. provider changes).
- Device Monitor Updates: Ensure the device monitor is updated after every install or decommission.
Communication and Customer Support
- Late Paperwork Email: Send a daily email (10am) to chase surveyors for outstanding install and reconfiguration paperwork.
- No-Connect Email: Notify customers in a timely fashion that their system is offline.
- Call Handling and Email Management: Manage incoming and outgoing calls and respond to emails promptly.
- Control Calendar: Oversee and maintain the shared calendar to ensure smooth operations.
- Customer Issue Resolution: Take ownership of customer issues until they are resolved, providing regular updates to customers throughout the process.
Your performance will be driven by a mindset built on:
- Striving for excellence in all you do
- Being adaptable and flexible
- Liaising with colleagues to ensure controls and processes are maintained
- Being business-minded and commercially aware
- Making astute decisions
- Having the courage of your convictions to do the right thing
Requirements
- Team leadership/supervisory experience
- Working knowledge of AltLogic or similar job management/scheduling system
- Strong organisational skills and attention to detail
- Able to manage competing priorities and work to deadlines.
- Experience within an admin department or similar.
- Good communication with internal and external clients.
As a fair and ethical employer, in accordance with guidelines taken from the 2010 Equality Act, Prime Secure is committed to promoting equal opportunities for all; irrespective of colour, race, religion or belief, ethnic or national origins, gender, marital/civil partnership status, sexuality, disability or age.
Pay: £30,000.00 per year
Benefits:
- Additional leave
- Company pension
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Enhanced maternity leave
- Enhanced paternity leave
- Health & wellbeing programme
- On-site gym
- On-site parking
- Paid volunteer time
- Profit sharing
- Referral programme
- Sick pay
Ability to commute/relocate:
- Glasgow G4 0LA: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have working knowledge of ALtLogic or similiar job management/scheduling systems?
Experience:
- Team management: 1 year (required)
Location:
- Glasgow G4 0LA (preferred)
Work Location: In person
