Admin Assistant (Field Service Management)

We're looking for a highly organized Administration Assistant to support our client's transition to a new Field Service Management (FSM) platform. This is an exciting opportunity for someone who enjoys data accuracy, scheduling, and operations support in a fast-paced environment.

Initially, you'll focus on data cleansing and system migration to ensure a successful implementation. Once the new platform is live, you'll take ownership of scheduling, compliance administration, customer communication, and day-to-day operational support for a busy fire protection services business.

What You'll Do

Phase 1: System Transition

• Clean, audit, and prepare legacy data for migration into the new FSM platform.
• Assist with transferring customer, asset, and job history into the system.
• Configure service contracts, compliance schedules, and asset testing frequencies.
• Ensure data accuracy and maintain high-quality records throughout the migration.

Phase 2: Operations Support

• Schedule and coordinate high-volume Planned Preventative Maintenance (PPM) jobs.
• Manage engineer schedules, site access requirements, and permit-to-work applications.
• Respond to customer enquiries and coordinate with field engineers.
• Maintain accurate client, asset, and job records within the FSM system.
• Generate compliance reports, operational documentation, and invoicing records.
• Support the operations team with day-to-day administrative tasks.

Must-Haves

• 2+ years' experience in administration, operations support, scheduling, or coordination roles.
• Experience working in a high-volume, service-based environment (field services, facilities management, construction, trades, maintenance, logistics, or similar).
• Strong experience with data entry, spreadsheet management, or data cleansing with excellent attention to detail.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal English communication skills.
• Proficiency in Microsoft Excel and Microsoft Office/Google Workspace.
• Comfortable learning new software and adapting to changing business processes.
• Self-motivated and able to work independently in a remote environment.

Nice-to-Haves

• Experience using Simpro or another Field Service Management (FSM) platform.
• Experience with CRM, ERP, or scheduling systems.
• Background in fire protection, facilities management, construction, mechanical/electrical services, HVAC, plumbing, or maintenance industries.
• Experience coordinating field technicians or service engineers.
• Familiarity with compliance documentation, permits, or preventative maintenance scheduling.
• Experience supporting system implementations or data migration projects.