Operations Coordinator in Frimley

Operation Coordinator – Office based at Alarm Communications Limited. We are a leading team of fire protection, commercial security and building management systems specialists, with our Head Office in Surrey. We are looking to appoint a new Operations Coordinator 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 role requires a proactive and highly organised individual who can drive operational efficiency, maintain strong compliance standards, and support ongoing process improvements. A key focus is the accurate allocation, tracking, and reporting of stock to enable effective service delivery across the business.

Responsibilities

• Oversee the full management of the company vehicle fleet, including scheduling servicing, MOTs, and maintaining compliance documentation.
• Coordinate the movement and positioning of fleet vehicles on site 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.

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.