Administrator
Job description
Original text imported from Reed
About the Company
System Five Services Ltd, part of 4energy Group Ltd, is a growing business operating within the BMS (Building Management Systems) installation and maintenance sector. We are committed to delivering high-quality services and maintaining excellent relationships with our clients.
The Role
We are seeking an organised and proactive Administrator to join our team. This is a varied role supporting the smooth day-to-day running of the business, including coordinating engineers, processing job reports, and providing excellent customer service.
Key Responsibilities
- Processing engineer reports in a timely and accurate manner
- Raising invoices for completed works using Xero
- Scheduling and coordinating engineers’ workloads
- Acting as a point of contact for clients, subcontractors, and internal teams
- Handling incoming telephone calls and email enquiries
- Supporting the team with general administrative and ad hoc duties
Candidate Requirements
- Previous administrative experience (ideally within a service, maintenance, or engineering environment)
- Excellent communication skills, both written and verbal
- Strong organisational and time management abilities
- Ability to multitask and prioritise workload effectively
- Confident using Microsoft Office (experience with Xero advantageous)
- Able to work both independently and as part of a team
- Full UK driving licence required due to office location
Benefits
- Competitive salary of £24,000 – £28,000 (depending on experience)
- 25 days annual leave plus bank holidays
- Free on-site parking
- Supportive and friendly working environment
- Opportunities for development within the company
Please note this is a full-time, office based role.
Key skills
AI-extracted from the job advert
Application advice
5 AI-generated recommendations to maximise your chances.
⭐ Highlight your Xero experience prominently as this is specifically mentioned as advantageous for invoice processing
📊 Quantify your administrative achievements: "Processed 150+ engineer reports monthly with 99% accuracy"
🔧 Emphasise any experience in service, maintenance, or engineering environments as this is ideally required
📞 Showcase your communication skills with specific examples of client liaison and telephone handling
🚗 Mention your full UK driving licence early in your CV as this is a mandatory requirement
Suggested CV bullets
3 bullets our AI drafted for this specific advert, mirroring its ATS keywords.
Add these 3 bullets under your most recent experience:
- •Processed 180+ engineer job reports monthly using Xero, maintaining 99.5% accuracy in invoice generation and client billing
- •Coordinated schedules for 12 field engineers across BMS maintenance contracts, reducing response times by 25% through efficient workload prioritisation
- •Managed client communications for 85+ active service contracts, achieving 98% customer satisfaction through proactive telephone and email support
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Letter preview — tailored to 4energy Group Ltd
Dear Hiring Manager,
System Five Services' focus on BMS installation and maintenance aligns perfectly with my administrative background in technical service environments. My experience with Xero accounting software and engineer coordination makes me well-suited for this Administrator role supporting your growing operations.
My background in administrative support within service-based businesses has equipped me with the multitasking abilities and customer service skills essential for coordinating field engineers while maintaining accurate reporting systems.
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Interview questions
10 questions generated from this advert.
Technical
- ›How would you prioritise multiple engineer schedules when urgent jobs come in?
- ›Walk me through your process for processing and checking engineer reports
- ›How do you ensure accuracy when raising invoices in Xero?
- ›Describe your experience coordinating field engineers and managing their workloads
- ›How would you handle a situation where a client queries an invoice you've processed?
Behavioural
- ›Tell me about a time you had to manage multiple competing priorities
- ›Describe a situation where you provided excellent customer service under pressure
- ›Give an example of when you worked independently to solve a problem
- ›Tell me about a time you had to coordinate with different teams or departments
- ›Describe how you would handle a difficult client complaint over the phone
STAR answer examples
Model answers using the Situation-Task-Action-Result framework. Adapt to your own experience.
Tell me about a time you had to manage multiple competing priorities
Describe a situation where you provided excellent customer service under pressure