Support Co-ordinator

Milton Keynes, Buckinghamshire
Opem Systems Limited

JOB TITLE: Operations Co-Ordinator

REPORTING TO: Head of Client Services

LOCATION: Milton Keynes

The Opportunity

We are bespoke electronic security company working predominantly in central London, we are looking for a dynamic operations person who can support the business. They must have an enquiring mind and a huge amount of common sense to fit into our family run business.

The Operations Coordinator plays a vital role in ensuring the smooth and efficient day-to-day operations of the company. This position supports various departments, coordinates logistics and resources, and ensures deadlines and operational goals are met. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment

This person will be able to spin many plates and work quickly and effectively in this exciting role.

MAIN RESPONSIBILITIES

Manned guarding contract

As part of a larger CCTV and access control contract, we are working with a 3rd party security guarding company to provide a bespoke service to our largest client. This is a complex contract and will be managed and administered by you. This includes:

• Contract Management: Ensure that all terms of security contracts are being met, including staffing levels, service quality, and compliance with our agreed standards.
• Client Liaison: Act as the primary point of contact for this contract; handle feedback, resolve issues, and maintain strong relationship with the contractor and our client.
• Day to day requirements: Responsible for booking additional guards, making sure our client’s portfolio of buildings is adequately supported each shift.
• Site Visits & Audits: Attend monthly meetings with certain buildings within our client’s portfolio that have very specific needs and requirements.
• Reporting & Documentation: As part of the contract, we get reports from our guarding partner that we check and send onto our client. Your role is to make sure these reports are correct and meaningful.
• Incident and complaints responses: Client issues to be owned by you and worked through with our guarding partner.

Planned preventative maintenance

All our clients have regular pre-planned visits to inspect there security systems, it’s a key part of our business and will be managed by you to include:

• Contract Management: Ensure that all terms of security contracts are being met, including staffing levels, service quality, and compliance with our agreed standards.
• Client Liaison: Contacting clients and booking in PPM’s and managing the completion and sending out all relevant documents to clients, and producing any remedials proposals for replacement equipment.
• Reporting & Documentation: Reporting back to the manager team weekly about the current status of PPM’s and that we are hitting out targets.
• Team support: Working with the Client Services and Operations Manager to allocate the correct engineer to each individual PPM.
• 3rd Party contractors: From time to time, we use contractors to perform certain parts of the PPM process and it will be your responsibility to work with these contractors and make sure they are working to the high standards set by Opem.

Day to day operations

Working directly for the Head of Client Services you will assist in the day-to-day operational aspects of the business and will include:

• Make sure all telephone calls and emails are answered in good time and in a courteous manner.
• Providing support for all our clients both internal and external
• Providing proposal for new installations.
• Completion of risk assessments and method statements for our larger project.
• Meeting clients and suppliers as and when required.
• Working with the team on projects as and when required.
• To actively comply with and promote all working policies and procedures.

Opem Control

As part of our offering we have our own control room that monitors all our installations outside of normal working hours, and you will be in charge of handover in the morning and afternoons and making sure that the relevant information from the nightshifts comes into operations and any information that needs to go back out to the control room in the afternoon, this also includes:

• Investigation of high levels of alarms in a particular building.
• Working alongside our Client Services and Operations Manager to keep alarms to a minimum.
• Working with clients to make sure they are following procedures to limit the number of false alarms each night.
• Acting as the conduit between the control room and the operations/service team.
• Making sure all members of the control room have regular one to ones.

Required skills/Abilities

• Strong communication skills
• Computer literate
• Good interpersonal skills to liaise with customers.
• Ability to deal tactfully and effectively with a wide range of people.
• Be prepared to work with minimum supervisor or part of a team
• 2+ years of experience in an administrative, operations, or project coordination role
• Excellent organizational and time management skills
• Strong communication and interpersonal abilities
• Analytical mindset and problem-solving capabilities
• Ability to multitask and work independently under pressure
• High level of accuracy and attention to detail

What you get from working with Opem

• 23 days holiday plus your birthday (and £50 voucher to enjoy on the day). And all normal statutory days.
• Company pension
• Working from home on a Friday when fully trained and potential to work from home further.
• Free parking in the office.
• Annual bonus scheme.
• A group of people that want to inspire you to do great things and progress within the business.