Operations Coordinator

Operation Coordinator

Alarm Communications Limited are a leading team of fire protection, commercial security and building management systems specialists, with our Head Office located in Surrey. Our client base is predominantly built of prestigious buildings and landmarks, such as high‑end hotels and educational establishments. We are currently looking to appoint a new Operations Coordinator located at our Head Office in Frimley.

The Operations Coordinator plays a vital role within our Operations team, ensuring the seamless delivery of facilities, fleet, logistics, procurement, and stock control activities. This position demands a proactive and highly organised individual who can drive operational efficiency, maintain strong compliance standards, and support ongoing process improvements. A key focus of the role is the accurate allocation, tracking, and reporting of stock to enable effective service delivery across the business.

• Oversee the full management of the company vehicle fleet, including scheduling servicing, MOTs, and ensuring all compliance documentation is maintained.
• Coordinate the movement and positioning of fleet vehicles onsite in line with operational requirements.
• Conduct routine vehicle assessments and audits, including check‑in and check‑out inspections with drivers.
• Visit local garages when required to deliver or collect vehicles following repairs or servicing.
• Maintain accurate and up‑to‑date records of all fleet activity, ensuring timely updates within the ERP system for cost allocation and compliance tracking.
• Process PCNs and other fines, ensuring appropriate document control, reporting deductions to Payroll, and maintaining audit‑ready records.
• Ensure consistent and accurate information is maintained across all fleet‑related portals, including fuel cards, congestion charge, Dart Charge, and parking systems.

• Manage all aspects of building and facilities maintenance, ensuring full compliance with health and safety standards and acting as the Office Responsible Person.
• Liaise with contractors, suppliers, the Landlord, and the Senior Management Team to ensure planned and reactive maintenance is completed, and all relevant documentation and certification is correctly distributed.

• Maintain precise stock levels and lead on all inventory control processes.
• Produce accurate monthly reports detailing stock movement and team usage.
• Ensure all stock transactions—including aged stock and disposal—are correctly recorded and reconciled at month‑end.
• Update and manage the ERP system to ensure full visibility and traceability of all stock movements, allocating usage accurately to relevant departments.
• Work closely with Finance and Department Heads to ensure transparent and accurate stock cost allocation.

• Conduct regular audits of suppliers and subcontractors to ensure quality, compliance, and the ongoing submission of required documentation.
• Update the ERP system with current equipment lists and pricing, archiving obsolete materials where required.
• Maintain high‑quality data standards across operational systems, proactively cleansing aged or inaccurate data.

• Prepare and deliver monthly operational reports to the Operations Manager, covering building facilities, fleet, stock integrity, and audit findings.

• Provide cross‑functional support to the wider Operations team as required, including goods‑in processing, returns handling, answering calls, supporting vehicle movements, and welcoming visitors.

Who we are looking for

• Experience in operations, logistics, facilities, or fleet coordination.
• Strong stock / inventory management experience, including allocation and reconciliation.
• Confident managing building maintenance, contractors, and compliance tasks.
• Experience working with suppliers / subcontractors and maintaining documentation.
• Strong administration and reporting skills with excellent attention to detail.
• Proficient with ERP systems and Microsoft Excel.
• Ability to prioritise, multitask, and problem‑solve in a…