Office Coordinator/Administrator

at  DTECT Fire and Security

ABOUT US

D-TECT Fire and Security Ltd is a trusted provider of advanced fire and security solutions across Sussex and surrounding areas. We specialise in designing, installing, and maintaining fire detection, intruder alarm, access control, and CCTV systems. With a strong focus on reliability and customer satisfaction, we are dedicated to protecting people, businesses, and assets.

REQUIREMENTS

• Proven experience in a similar administrative or coordination role (experience in fire and security or field service industry preferred but not essential).
• Strong organisational skills with the ability to multitask and prioritize workloads in a fast-paced environment.
• Exceptional communication skills, both verbal and written, with a professional and confident telephone manner.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general computer literacy.
• Experience with scheduling/coordinating and customer service is desirable.
• Adaptable, flexible, and proactive approach to work.
• Ability to remain calm under pressure and work effectively in a fluid, dynamic environment.

THE ROLE

We are seeking a highly organized and motivated Office Coordinator/Administrator to join our Rustington-based team. Acting as the first point of contact for customers, you will ensure smooth office operations, manage administrative tasks, and support our team of engineers. This dynamic role requires strong multitasking abilities and a proactive approach to problem-solving.

KEY RESPONSIBILITIES

• Oversee daily office operations and maintain a welcoming environment for staff and visitors.
• Plan and manage engineers’ schedules, including monthly service (PPM) jobs, ensuring cost-effective and efficient planning.
• Respond promptly to customer inquiries via phone and email, providing excellent customer service and maintaining accurate records.
• Handle call logging, taking payments, and general customer support.
• Organise and coordinate inspections, maintenance schedules, and emergency callouts within agreed SLA timescales.
• Use UpTick (training provided) for job and diary management.
• Assist with human resources tasks, including onboarding and maintaining personnel files.
• Provide administrative support to the sales team, such as preparing quotations, managing schedules, and maintaining records.
• Monitor email inboxes to ensure timely responses and proactive customer communication.
• Liaise with customers, contractors, and service providers to plan maintenance dates and resolve any issues effectively.