Call Outs Business Support Administrator

About HFL

HFL Building Solutions Group is one of the UK's foremost building services companies. We have an enviable reputation for the reliable delivery of cost and energy efficient building management, operational and technical solutions for businesses of all shapes and sizes – from retail parks to leisure complexes, educational establishments and commercial properties.

The role provides essential administrative and operational support to ensure the smooth delivery of services by maintaining accurate data and coordinating with internal teams. It plays a key part in upholding data integrity, enabling efficient service delivery, and contributing to client satisfaction.

• Accurately input service and maintenance data into our internal CAFM system (Maximo) and client systems (Elogbooks).
• Accurately enter service details and costs onto a quote for client submission.
• Create and manage quotes using Excel and Word.
• Monitor and review follow-up work orders.
• Run weekly, monthly reports to ensure data integrity.
• Communicate effectively with clients and third parties to ensure requests and any issues are managed professionally.
• Perform clerical work, such as filing, documentation and customer service.
• Maintain and update suppliers' information and customer records.
• Compose and prepare materials, coordinating schedules for engineers and subcontractors.

• Previous administration experience or business support role.
• Shows an enthusiastic approach with the ability to use own initiative to solve problems.
• Strong organisational skills and ability to handle multiple tasks in a fast‑paced environment.
• Ability to make decisions in a timely fashion, coupled with the ability to investigate and weigh alternatives while understanding root‑cause analysis/risk mitigation strategies.
• Supply chain/facilities/hard services understanding and awareness.
• Proficient in Microsoft packages.
• Highly organised and can manage several projects at the same time.
• Flexible, fast‑thinking and conscientious.
• Excellent attention to detail.

• Continued development support.
• 31 days holidays, including 8 days bank holidays. Holidays increase to 33 days, including 8 days bank holidays after 5 years of service.
• Company Sick Pay Scheme.
• Regular company socials.
• 5.7% employer Pension Contribution.
• Free car parking.
• £750 staff referral scheme.
• Birthday voucher.