Job Specifications
UTAC is a market-leading international group in digital & sustainable mobility, customisable testing solutions, defence and vehicle engineering, homologation, regulatory advice & expertise, certification, training, corporate events and classic & sportscars festivals.
The Group provides services and test solutions to customers in the various sectors: mobility, transport, tyre, petrochemical, agriculture and defence industries. UTAC operates test centres and laboratories in France (including the official Euro NCAP facility), the UK, USA, Finland and Morocco; it has subsidiaries in China, Japan, South Korea, Italy & Romania. UTAC employs around 1300 people across its various locations.
We are seeking a highly organized, discrete and detail-oriented person to join our team. The ideal candidate will combine oversight of the physical and information security of the organization with the responsibility and smooth running of daily office operations. The ideal candidate will have a strong background in both security compliance and administrative management, with exceptional attention to detail, integrity, and the ability to manage multiple priorities.
Our core values of Expertise, Innovation and Integrity provide a clear daily guide to how we work together safely, as one team, helping each other to succeed.
Job Description
Reporting to – Senior Manager - Defence
This blended role provides essential administrative and operational support to ensure the efficient day-to-day functioning of the UTAC Defence office. The role requires a high level of professionalism, discretion, and adherence to security protocols. The postholder will coordinate office activities, manage documentation, and support personnel while maintaining strict confidentiality and compliance with organisational policies. In addition, the candidate will directly handle responsibilities of the Facility and Personnel Security Controller including implementation of National Security Vetting and aftercare within the company and any subordinate organisations that the company provides sponsorship for.
Role & Responsibilities
Defence Team Support
Supporting Project Managers in planning and execution of Defence projects
Manage calendars, meetings, visitor access, travel arrangements and official correspondence
Raising purchase orders and supplier invoices, liaising with Finance
Maintaining KPIs tracking dashboards
Organise training under instruction from Defence senior leadership and maintain records
Coordinate office supplies, equipment, and facilities requirements
Stakeholder Engagement
Manage stakeholder relationships with on-site customers
Liaise with internal departments, contractors, and external stakeholders
Event Management
Oversee, and contribute to, planning for events hosted by UTAC Defence department. Varying from 10 to 60 people, this includes preparation, on-the-day delivery and stakeholder administration
Assist with event coordination, briefings, and official visits
Security Controller – delegated from Defence Manager
Serve as the primary point of contact for all MOD-related security matters including physical access, information security protocols, and regulatory compliance
Handle classified and sensitive information in accordance with security procedures
Supporting the site Security Manager and Defence Senior Manager in application of relevant security controls
Arranging for appropriate security education and awareness training for staff
Ensuring that any breach of security is immediately reported immediately to the respective Contracting Authority and recording in the company breaches register
Overall responsibility for pre-vetting checks (BPSS) and the subsequent National Security Vetting process
Sitting on the Information Security Board (ISB) to support the wider Proving Ground activity, ensuring total compliance with required security processes
Facility Management
Act as the primary liaison for building management, IT support, and supporting departments
Oversee daily office operations, including facilities management, supplies procurement, and coordination of maintenance services
Ensure health and safety compliance and maintain workplace policies and procedures
Other
Act in accordance with the behaviours for UTAC staff at all times
Qualifications
Education
Essential – Degree level or proven experience in administrative or office support roles
Desired – Project Management qualification (APMP, PRINCE2, MAPM)
Experience
Essential – One or more of the following: Security and Defence sector. Project delivery. Office management
Desired – Engineering environment, Event management, Working with UK Government organisations. Managing contractors, consultants, and other advisors on infrastructure projects.
Knowledge
Essential – Government Security protocols. Stakeholder engagement
Desired – ISO27001 and ISO9001 familiarity
Skills
Essential - Exceptional organizational, communication, and interpersonal skills. Problem solving mental