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JOB TITLE: Business Support Administrator

REPORTING TO: Divisional Director

LOCATION: George House, London SE1 1NH

CONTRACT: Permanent

HOURS: 40 hours per week

SHIFT PATTERN: Monday to Friday - 08:00 – 17:00

SALARY: Competitive

ROLE OVERVIEW AND PURPOSE

To provide high quality, professional administrative support to the business. To work alongside the Operations and Business Support teams to maintain administrative systems, ensuring compliance with legislation and company procedures.

KEY RESPONSIBILITIES

Main Duties

• Undertake requests for assistance from General Managers/Operations as required.
• Attend weekly meetings with team.
• Communicate and provide suppliers with purchase orders.
• Raise and chase purchase orders daily and ensure prompt delivery, providing purchase orders for Accounts Payable when necessary.
• Answer general queries from sites.
• Answer calls and queries.
• Prepare manual and automated reports, incorporating excel, pdf documents and tables/graphs- for line manager.
• Book Conference lines/ Meeting rooms for FS Management as requested.
• Taking, typing, and distributing meetings minutes.
• Always work in a professional, hardworking, reliable manner and to always show respect to colleagues and clients.
• Undertake requests for assistance from General managers as required. Understand, anticipate, and deliver customer (internal and external) needs while building effective relationships.
• Efficiently respond to both internal and external customers through effective communication and personal accessibility.
• Recording and analysing data.
• Ensure customer satisfaction is high and uphold company values.
• Carry out other admin tasks as directed.

Administration

• Builds and maintains effective professional customer relationships and communications.
• Assist with inductions and new system training for new team members & managers within in the region.
• Knowledge of using company systems and programmes such as ‘our in house’ CAFM system (IBMS) and client facing programmes such as Corrigo & Elogbooks.
• Assist clients and accounts payable department in settling financial disputes by collating and analysing related data and raising purchase orders.
• Support with financials & service delivery information for managers for Monthly/year end reports.
• Assist with expenses for operations team.
• Support with the preparation, design, and communication of board reports, including sourcing up to date KPI information.
• Assist the bid team with presentation slides, and organisational charts for the region.
• Assist with Welcome presentations & Roadshows.
• Ordering and keeping stock of marketing & promotional equipment for events.
• Assisting with HR tasks such as TUPE consultations, Interviews, and DBS/Vetting checks.
• Support with any ad-hoc requests/issues by the Divisional Directors.

REQUIRED SKILLS AND EXPERIENCE

• Ability to work in a fast-paced team with the ability to remain calm under pressure.
• Outstanding communication skills both internal and external.
• Basic / Intermediate level in MS Office (Word, Excel, PowerPoint).
• The ability to effectively prioritise your workload and build relationships with key stakeholders.
• Excellent attention to detail.
• A customer focussed approach.
• A proactive/can do attitude to work.
• The ability to work on own initiative and take full ownership of role.
• The ability to follow process/ instructions.
• Computer literate.