Fire Operations Administrator

About the role

Pro-Active Fire Safety is a twelve-strong, family-run business on the Globe Estate in Marlow. We install, service and maintain active fire protection systems — fire alarms, emergency lighting, extinguishers, suppression, fire dampers and AOV smoke ventilation — across the Thames Valley.

In our line of work the certificate matters as much as the visit. A system that was serviced but never certificated is, as far as an insurer or a fire officer is concerned, a system that was not serviced. This role owns that paper trail: logging what was done, checking the documents are complete and correct, and getting them to the customer.

What you will be doing

• Processing completed job sheets and issuing service and commissioning certificates
• Maintaining asset registers and service histories for every site we look after
• Tracking service due dates and flagging anything approaching its interval
• Compiling compliance packs for customers, auditors and insurers on request
• Logging remedial recommendations and following them through to quote and order
• Keeping engineer competency records, RAMS and site documentation current
• Answering customer queries about certification, dates and records
• Raising purchase orders and reconciling supplier paperwork
• Supporting the wider operations team with scheduling at busy periods

What we are looking for

• Genuinely accurate with detail — you would rather check twice than issue a wrong certificate
• Organised, and able to keep a lot of open items moving without losing track
• Confident with Microsoft Excel and quick to learn new systems
• Clear written English; some of what you produce goes straight to a client's auditor
• GCSE English and Maths at grade C/4 or above
• Happy to ask an engineer a question rather than guess at an answer
• Experience in fire, security or building services administration is welcome, but we will train the right person

How to apply

Send your CV and a short note about yourself to info@proactfiresafe.co.uk. Happy to talk it through on the phone first if you would rather — call the office and ask for the operations team.