Better places, thriving communities.
Operation Coordinator - Office based
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.
Our Operations Coordinator's
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.
1. Oversee the full management of the company vehicle fleet, including scheduling servicing, MOTs, and ensuring all compliance documentation is maintained.
2. Coordinate the movement and positioning of fleet vehicles onsite in line with operational requirements.
3. Conduct routine vehicle assessments and audits, including check-in and check-out inspections with drivers.
4. Visit local garages when required to deliver or collect vehicles following repairs or servicing.
5. Maintain accurate and up-to-date records of all fleet activity, ensuring timely updates within the ERP system for cost allocation and compliance tracking.
6. Process PCNs and other fines, ensuring appropriate document control, reporting deductions to Payroll, and maintaining audit-ready records.
7. Ensure consistent and accurate information is maintained across all fleet-related portals, including fuel cards, congestion charge, Dart Charge, and parking systems.
8. Manage all aspects of building and facilities maintenance, ensuring full compliance with health and safety standards and acting as the Office Responsible Person.
9. 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.
10. Maintain precise stock levels and lead on all inventory control processes.
11. Produce accurate monthly reports detailing stock movement and team usage.
12. Ensure all stock transactions—including aged stock and disposal—are correctly recorded and reconciled at month-end.
13. Update and manage the ERP system to ensure full visibility and traceability of all stock movements, allocating usage accurately to relevant departments.
14. Work closely with Finance and Department Heads to ensure transparent and accurate stock cost allocation.
15. Conduct regular audits of suppliers and subcontractors to ensure quality, compliance, and the ongoing submission of required documentation.
16. Update the ERP system with current equipment lists and pricing, archiving obsolete materials where required.
17. Maintain high-quality data standards across operational systems, proactively cleansing aged or inaccurate data.
18. Prepare and deliver monthly operational reports to the Operations Manager, covering building facilities, fleet, stock integrity, and audit findings.
19. 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
Alarm Communications consistently aspire to create safe, secure and sustainable spaces, that have a positive influence on the lives of colleagues, clients and the communities we work in, therefore, in addition to having all the usual attributes of a great Alarm Communications' employee, such as; a positive attitude, excellent communication skills, well presented and professional at all times, ability to work alone and as part of a team….. For this specific opportunity, we are looking for candidates who offer:
Essential
20. Experience in operations, logistics, facilities, or fleet coordination.
21. Strong stock/inventory management experience, including allocation and reconciliation.
22. Confident managing building maintenance, contractors, and compliance tasks.
23. Experience working with suppliers/subcontractors and maintaining documentation.
24. Strong administration and reporting skills with excellent attention to detail.
25. Proficient with ERP systems and Microsoft Excel.
26. Ability to prioritise, multitask, and problem-solve in a fast-paced environment.
27. Strong communication skills and ability to work with internal teams and external partners.
28. Proactive, organised, and reliable, with a strong team ethic.
Desirable
29. Experience in a Fire & Security, engineering, or technical services environment.
30. Knowledge of health & safety or building compliance.
31. Familiarity with fleet management systems, fuel cards, or compliance portals
Our market-leading offering provides you with benefits that suit your lifestyle.
We have a virtual GP on hand for you and members of your household. So you can get expert advice by video or phone without having to leave your home. We offer financial wellbeing assistance through our Salary Finance scheme. For example, you could access 50% of your earned pay before payday for a small fee. Salary Finance also offers competitive loans.
When you join us, we’ll give you a link to our flexible lifestyle benefits platform, Choices. You might choose to purchase up to five extra days’ holiday each year. You might buy critical illness insurance, seek dental treatment or buy technology products at an affordable cost. There are many choices!
We give you access to high street discounts from thousands of well-known retailers, gyms and more through our MiDeals platform. And we have a cycle-to-work scheme. Life cover of up to four times your salary is available. We also offer enhanced pension contributions, a save-as-you-earn scheme, and a Mitie Matching Share Plan (you could even be awarded free shares in Mitie).
We award our employees with Mitie Stars as recognition for their hard work. There are cash prizes up for grabs each month and at the end of the year there’s a chance to scoop a top prize of £10,!
Our success is a direct result of the experience and quality of our people. Progressing your career is therefore a top priority for us. We offer a diverse variety of training and development avenues via a wide selection of learning resources to suit you.
We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments, changes or do anything differently during the recruitment process, please let us know by emailing at .