Service Administrator – Fire Services

Mechfield FM is seeking an experienced Service Administrator to join our growing Fire Services department.

This role will provide essential administrative and operational support to our Fire Services team, helping coordinate technicians, manage service activities and ensure jobs are completed accurately and efficiently.

The successful candidate will have extensive, proven hands-on knowledge of Uptick, with the confidence to manage workflows, assets, service schedules, defect reporting and job close-outs within the system. Strong Uptick experience is essential for this position.

Key responsibilities

• Provide day-to-day administrative support to the Fire Services team.
• Manage fire service jobs, work orders and recurring maintenance schedules in Uptick.
• Coordinate technician schedules and allocate planned and reactive service works.
• Set up and maintain client sites, assets, service routines and compliance information in Uptick.
• Monitor job progress and follow up technicians to ensure work is completed and closed out promptly.
• Review technician reports, service records and supporting documentation for completeness and accuracy.
• Process identified defects and assist with preparing quotes and follow-up works.
• Generate service reports, compliance documentation and client information from Uptick.
• Maintain accurate customer, site, asset and equipment records.
• Liaise with clients, technicians, supervisors and internal departments regarding job requirements and service updates.
• Assist with purchase orders, parts coordination, invoicing preparation and job costing.
• Support the onboarding of new clients, sites and assets into Uptick.
• Help improve Uptick workflows and administrative processes as the Fire Services department continues to grow.
• Provide general administrative support to the management team and wider Fire Services department as required.

About you

To be successful in this role, you will have:

• Extensive practical experience using Uptick in a fire services or essential safety measures environment.
• A strong understanding of Uptick workflows, including assets, routines, tasks, defects, quotes, reports and job close-outs.
• Previous experience in service administration, coordination or scheduling.
• Experience working within the fire protection, facilities maintenance or a similar service-based industry.
• Sound knowledge of AS1851 in the scheduling of servicing and maintenance of fire systems
• Strong organisational skills and the ability to manage competing priorities.
• Excellent attention to detail and a commitment to maintaining accurate records.
• Confident written and verbal communication skills.
• The ability to work collaboratively with field technicians, managers, clients and administration teams.
• A proactive approach and the confidence to follow up outstanding actions.
• Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.
• An understanding of fire maintenance and compliance requirements will be highly regarded.

What we offer

• The opportunity to join and support a growing Fire Services department.
• A varied role with the ability to contribute to process and system improvements.
• A supportive and collaborative team environment.
• Ongoing development opportunities within a growing facilities maintenance business.
• Competitive remuneration based on skills and experience.