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.

Alarm Communication's 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.

Fleet Management

• 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.

Building & Facilities Management

• 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.

Stock Control & Allocation

• 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.

Supplier & Subcontractors

• 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.

Operational Reporting

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

Additional Duties

• 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

Requirements
Who we are looking for
Essential

• 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 fast-paced environment
• Strong communication skills and ability to work with internal teams and external partners
• Proactive, organised, and reliable, with a strong team ethic

Desirable

• Experience in a Fire & Security, engineering, or technical services environment
• Knowledge of health & safety or building compliance
• Familiarity with fleet management systems, fuel cards, or compliance portals

Benefits
How we Attract, Reward & Retain Our Employees
At Alarm Communications, we recognise the importance of fairly rewarding our employees. We go above and beyond with our remuneration packages that not only meet the needs of a challenging economic climate, but we offer packages, benefits and incentives to support the broader needs of our people, making their everyday lives and futures more comfortable.

• Company Bonus
• Overtime, Travel Time & Call-out
• Aviva Pension
• Life Assurance 4x Salary
• 22 Days Paid Holidays plus Bank Holidays
• Paid Candidate Referral Scheme - up to £1,000 per referral, unlimited referrals
• Mental Health & Well-being Scheme
• Employee Recognition Scheme
• Free, secure, onsite parking
• Development and progression opportunities

A Little More About Alarm Communications
Alarm Communications Limited (ACL), a specialist division of Marlowe Fire & Security Group, install and maintain intelligent building systems that allow our clients to keep the people that rely on them safe from harm and secure their businesses future. Working across our three core service; Fire & Life Safety systems, Security systems, Building Energy Management systems.

Marlowe Fire & Security Group are the UK's fastest growing and most innovative consortium of fire, life safety and security service providers, providing protection to our customer's property and people. Consisting of established and complementary brands: ACL, FAFS Fire & Security, Marlowe Fire & Security, Marlowe Kitchen Fire Suppression, Morgan Fire Protection.

Our Business Include:

• Alarm Communications -
• Clymac -
• FAFS Fire & Security -
• Marlowe Kitchen Fire Suppression -
• Morgan Fire Protection -
• Marlowe Smoke Control - marlowe-
• Marlowe Fire & Security -

Equal Opportunities
We strive to create a diverse, inclusive environment to encourage all our employees to be themselves. We celebrate what makes us unique and believe that adopting a culture of inclusion helps us to best serve our customers. We are committed to supporting equal opportunities, please inform us if you require any reasonable adjustments to enable you to participate in the recruitment process.