Administrator
Division: Fidelity ADT
Business Unit: Fidelity ADT – Midrand
Industry: Security & Investigations
Job Functional Area: Administration
EE Status: Only open to EE candidates
1. POSITION OVERVIEW
The Fire Coordinator & Administrator plays a central role in supporting the efficient coordination of all fire-related projects and operational activities within the Fidelity ADT Midrand division. This role exists to streamline scheduling, optimise communication between clients, technicians, suppliers, and internal teams, and ensure all administrative, project, and operational processes run smoothly. The incumbent is responsible for providing high-quality administrative support, ensuring that work orders, job cards, invoicing documentation, procurement processes, and project records are processed accurately and timeously.
The Fire Coordinator & Administrator acts as a key contact point for clients, technicians, project managers and other stakeholders, ensuring that service delivery is professional, well-organised, and compliant with company procedures. The role requires strong organisational skills, excellent communication abilities, attention to detail, and the capacity to work under pressure in a fast-paced, high-volume environment.
2. KEY RESPONSIBILITIES
2.1 Coordination & Scheduling
- Schedule jobs and appointments with clients and internal/external technicians.
- Print and distribute daily technician work schedules.
- Confirm all client bookings and communicate any changes to schedules.
- Record technician whereabouts and adjust schedules when necessary.
- Assist the Project Manager in coordinating all Commercial Solutions (CS) and Public Safety (PS) work.
- Ensure stock is allocated to jobs before invoicing.
2.2 Client Service & Communication
- Professionally handle all incoming calls and queries.
- Give continuous assistance and support to clients.
- Resolve customer complaints or escalate to the manager when needed.
- Maintain strong professional relationships with commercial clients.
- Communicate daily with site clients regarding project progress and status updates.
2.3 Administrative & Office Support
- Collect outstanding paperwork (job cards, invoices, documentation) from technicians daily.
- Prepare, scan, and file documents for invoicing.
- Keep all project registers updated with accurate and relevant information.
- Maintain general office filing systems.
- Ensure workstation remains organised and tidy at all times.
- Assist with ad-hoc administrative duties as required by the Project Manager and General Manager.
2.4 Financial & Procurement Administration
- Generate purchase orders for job-related and non-job-related requirements.
- Process and assist with monthly and weekly invoicing reports.
- Follow up with suppliers regarding outstanding orders and payments.
- Create new stock codes not yet captured in the system.
- Assist with OTA’s, overtime submissions, and expense claims.
- Liaise with suppliers to ensure timeous delivery of materials.
2.5 Stock, Vehicles & Equipment Management
- Conduct van stock counts and compile variance reports.
- Monitor and track service and repair requirements for fleet vehicles.
- Ensure PPE is ordered and stocked for the department.
- Confirm that all stock required for site deployment is on hand and report deviations.
2.6 Project Compliance & Documentation
- Prepare all necessary documents for project handovers.
- Maintain accurate records of testing and commissioning for audit and compliance purposes.
- Work according to commissioning plans and ensure all activities are executed according to schedule.
- Maintain documentation control for all job-related paperwork.
- Ensure adherence to project requirements and Environmental, Health & Safety (EHS) standards.
2.7 Additional Duties
- Maintain professional communication with sales reps, commissioning engineers and project managers.
- Support the department to meet productivity targets.
- Assist with other job-related tasks as directed by management.
- Work overtime when required.
3. MINIMUM REQUIREMENTS
Qualifications
- Matric / Grade 12 (essential).
- Any administrative, project coordination, or finance-related training is advantageous.
Experience
- Minimum 2 years administrative experience (essential).
- Financial or accounting background (essential).
- Experience working with SAP or similar accounting systems (required).
- Experience with quotations and invoicing (advantageous).
- Experience in technical or project coordination (advantageous).
- Knowledge of Listener software (beneficial).
Technical & Computer Skills
- Strong MS Office skills (Word, Excel, Outlook).
- Typing speed of 45+ wpm.
- Ability to read costing sheets and understand basic sales quotations.
- Understanding of stock control and documentation processes.
4. KEY COMPETENCIES & ATTRIBUTES
- Strong customer focus with professional interpersonal skills.
- Excellent communication (verbal & written).
- Strong planning, prioritisation, and time-management ability.
- High level of accuracy and attention to detail.
- Resilient, adaptable, and able to work well under pressure.
- Integrity, trustworthiness, and strong ethical values.
- Ability to multitask and manage high workloads.
- Action-oriented with a drive for results.
- Good business acumen and understanding of operational processes.
- Collaborative team player with strong problem-solving ability.
- Confident and proactive approach to work.
5. WORKING CONDITIONS
Occasional overtime required to meet operational deadlines.
Office-based at Fidelity ADT Midrand.
Fast-paced, high-pressure environment.
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