Office Manager (Security Systems)

We are a growing provider of integrated fire and security solutions, offering services to clients across the residential, commercial, and public sectors. We are currently seeking a highly organised and proactive Office Manager to join our team. This is a pivotal role responsible for ensuring the smooth day-to-day running of the office and supporting wider operational and engineering teams.

This opportunity is ideal for someone who thrives in a fast-paced environment and enjoys managing a wide range of responsibilities from HR administration and compliance to scheduling and reporting.

Office Manager Role & Responsibilities:

• Oversee day-to-day office operations, ensuring a safe, clean, and well-functioning working environment.
• Be the first point of contact for incoming phone calls, emails, and office visitors, ensuring professional and courteous communication.
• Manage employee records including holiday tracking, appraisals, training, right-to-work checks, disciplinary processes, and complaint handling.
• Coordinate onboarding for new employees including inductions, documentation checks, and issuing company property (e.g., PPE, ID cards).
• Monitor compliance with internal policies and external accreditations (e.g. SSAIB, BAFE, CHAS, Constructionline), ensuring all documentation is up to date.
• Schedule and coordinate engineer diaries using job management software; liaise with clients to confirm appointments.
• Generate and manage weekly reports including engineer productivity, KPI performance, and job scheduling efficiency.
• Prepare and issue remedial and small works quotations based on engineer feedback, ensuring they are completed within required timeframes.
• Manage payroll data: collate and submit weekly reports to the Finance department to ensure timely payment.
• Monitor and renew maintenance contracts to ensure continuous service delivery.
• Oversee fleet management including servicing, MOTs, insurance claims, and resolving any driver-related issues or infringements.
• Negotiate and manage supplier contracts for office-related services and supplies.
• Support Directors with diary management, administrative tasks, and basic social media updates.
• Maintain accurate filing systems for contracts, tenders, and compliance records.
• Complete and return pre-qualification questionnaires (PQQs) and provide supporting documents for client tenders.
• Order and manage stock levels of office and operational supplies including stationery, cleaning materials, tools, fuel, and PPE.
• Open and close the office when required and assist in maintaining general site security.

We are looking for a professional and reliable individual with the following skills and experience:

• Previous experience in an Office Manager or senior administrative role within a technical or engineering environment
• Strong organisational skills with the ability to prioritise tasks and manage multiple responsibilities simultaneously
• Proficient in Microsoft Office (Word, Excel, Outlook) and confident using scheduling or job management software
• Excellent communication skills (verbal and written) and a friendly, professional approach to dealing with internal teams and external clients
• Experience managing payroll data, performance reports, and compliance paperwork
• Sound knowledge of HR processes, including onboarding, right-to-work checks, and performance management
• High attention to detail and a proactive approach to solving problems
• Knowledge of health & safety regulations and experience managing office risk assessments is desirable
• Experience working with accreditations or external audits (e.g. CHAS, SSAIB, Constructionline) is an advantage