Operations Assistant

The Company Mission Statement:

A&E Fire & Security are proud to strive to be the leading service provider for all Fire Prevention and Security Systems. Passionate for achieving an outstanding level of performance by listening to our customer and understanding their unique requirements, and providing deliverable solutions that exceed their expectations.

Background:

We are a local, family run and well-established company, founded in 1965, providing full 24-hour, 365 days a year support to businesses throughout the Midlands, South West and South Wales. With approximately 100 directly employed fire and security specialists, we are sizeable enough to successfully manage large contracts but small enough to provide the personal touch that is sometimes lacking in the larger national companies.

What we offer our employees:

• Comprehensive annual training programme with a six-monthly appraisal system
• Clear progression and regular promotion opportunities
• Company pension scheme
• Social Events – 5-a-side football, Annual Family Day, Team Building and more
• Monthly Employee Company Bonus Scheme
• Cycle to Work Scheme
• Xerlife Health and Wellbeing Support

The Role:

The Operations Assistant provides consistent, year-round support to the operations team, coordinating our fire risk assessment and training work and turning completed engineer work into accurate, timely invoices and customer paperwork. A job only becomes revenue once it has been booked, completed and processed correctly, so this role directly protects the company’s cash flow and margin. It also gives the Operations Manager reliable cover across the team, so that work keeps moving during absences and busy periods.

Key Responsibilities:

FRA and Training Coordination

• Act as the first point of contact for fire risk assessment and training customers, resolving enquiries and queries quickly and professionally
• Book fire risk assessments and training courses, managing assessor and trainer diaries so that travel between appointments is kept to a minimum
• Process FRA and training paperwork, including quotations, fire risk assessment reports and training certificates
• Ensure all FRA and training work is invoiced promptly and at the correct value
• Brief Fire Risk Assessors and Trainers so that they have the information they need ahead of each appointment
• Support the administration of our BAFE SP205 accreditation, including preparation for the annual SSAIB audit

Processing and Invoicing

• Process completed engineer job reports daily, producing accurate customer invoices and certificates
• Check invoice wording, pricing and parts against the job, the contract and any quotation, ensuring work is invoiced at full value
• Process installation invoices
• Support the annual implementation of price increases

Job Control and Reporting

• Monitor open jobs and chase their closure, including tasks awaiting return visits, stuck jobs and old jobs
• Raise new jobs promptly for return visits, accepted quotations and additional work requests
• Keep customer and job records on our systems accurate and up to date
• Provide processing figures and FRA and training activity reports when requested

Customer Administration and Team Support

• Upload certificates, inspection records, quotations and equipment lists to customer portals and bespoke customer systems
• Answer the phone and respond to emails professionally, resolving queries or passing them to the right person
• Provide cover across the operations team during absences and busy periods, so that work keeps moving
• Work closely with the Service Coordinators, Key Accounts and Finance teams, and flag pricing errors or recurring issues to the Operations Manager

Skills and Experience:

Essential

• Excellent attention to detail and accuracy with figures, spelling and grammar
• Strong organisational and diary management skills, with the ability to work through a high volume of tasks to deadlines
• Confident on the phone and in writing with customers, assessors, engineers and colleagues
• Able to spot when something does not look right and follow it up
• Confident with Microsoft Office and quick to learn new systems
• Able to work on-site in Cheltenham, Monday to Friday

Desirable

• Experience of job management or accounts software, such as Uptick, Sage or Xero
• Previous experience in invoicing, scheduling or administration in a busy office
• Knowledge of fire safety, fire risk assessment or BAFE SP205

Details:

The candidate must be used to working in a busy, “quick response” environment and must be able to be a reliable and assertive member of a busy operational team. Accuracy matters as much as speed. In return the company is offering a stable, fun and professional working environment with career progression opportunity for committed and proactive candidates.

This is a full-time, permanent, on-site role working 39 hours per week: Monday to Thursday 8:30am to 5:00pm, and Friday 8:30am to 4:00pm. No remote or hybrid working.

Salary: £30,000 to £32,000 per annum, dependent on experience.

Location: Cheltenham, Gloucestershire

Application Details:

Please submit your CV to:

A&E Fire & Security Ltd, Unit 4 Bamfurlong Industrial Park, Staverton, Cheltenham, Gloucestershire, GL51 6SX

Or alternatively email to [email protected]

Pay: £30,000.00-£32,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Free parking
• On-site parking

Work Location: In person