Job Title: Business Administrator
Reports To: Finance Manager
Role Purpose
The Business Administrator is responsible for providing comprehensive administrative, financial, and operational support to ensure the efficient running of the business. The role involves managing day-to-day office functions, maintaining accurate financial records, supporting payroll processes, coordinating supplier and customer administration, and assisting with various business support activities. The Business Administrator plays a key role in ensuring company systems, documentation, and resources are maintained to a high standard.
Key Responsibilities
Area of Responsibility
Key Duties
Bookkeeping & Financial Administration
Carry out regular bank reconciliations and maintain accurate financial records.
Process invoices, receipts, expenses in a timely manner to ensure records remain up to date.
Manage incoming and outgoing invoices, ensuring prompt processing and resolution of queries.
Maintain organised accounting records for reference, reporting and audit purposes.
Open new supplier accounts and accurately input supplier details into the company job management system.
Payroll Support
Collate and prepare monthly payroll information for submission, including:
Employee working hours – salary and hourly
Bonus and incentive payments
Private mileage records
Any additional payroll related data required
Administration & Documentation
Maintain effective filing systems, both electronic and paper based, ensuring documentation is easily accessible and compliant with company requirements.
Complete customer questionnaires, pre-qualification documents and supplier information requests as required.
Provide general administrative support.
Insurance Administration
Manage business and fleet insurance activities, including policy renewals, amendments and claims administration.
Liaise with insurance providers and brokers to ensure adequate cover is maintained.
Uniform, PPE & Stock Control
Coordinate the ordering, issuing and tracking of company uniforms and PPE for new and existing employees.
Monitor stock levels and order office, kitchen, workshop and general business supplies as required.
IT & Communications Support
Set up and administrate new employee email accounts, email distribution groups, desk phones and mobile phones.
Assist with maintaining company communication systems and liaise with service providers where necessary.
Answer incoming departmental telephone calls and direct enquiries appropriately.
General Responsibilities
Undertake any additional duties as reasonably required by line management or company directors in line with business needs.
Essential Skills and Experience
- Previous experience in an administrative or business support role.
- Knowledge of bookkeeping principles and invoice processing.
- Strong organisational skills with excellent attention to detail.
- Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
- Ability to prioritise workload and meet deadlines.
- Excellent communication and interpersonal skills.
- Ability to work independently and maintain confidentiality.
Desirable Skills and Experience
- Experience using BigChange or similar job management systems.
- Familiarity with insurance administration.
- Understanding of payroll processes and employment administration.
- Experience within a service, engineering, or facilities management environment.
Additional Information
This job description outlines the primary responsibilities of the role and is not intended to be exhaustive. Responsibilities may evolve in line with business requirements, and the post holder will be expected to undertake additional duties as reasonably directed by their line manager or company directors.
Pay: Up to £30,000.00 per year
Benefits:
Work Location: In person
