Business Administrator - Job - MAC26041

Role Overview

As the Business Administrator you will be a key element of our team, operating across all departments to support the ongoing growth of the business.

Essential Qualifications

• 5x GCSEs Grade C/4 or above, including English and Mathematics.
• Fully proficient with the Microsoft Office 365 suite including Outlook, Word, Excel, PowerPoint, SharePoint and Teams.
• Excellent written and verbal communication for dealing with colleagues, clients, and external stakeholders.
• Strong ability to prioritise workloads, manage multiple tasks, and meet tight deadlines.
• Ability to work on own initiative and offer creative solutions to operational challenges. A proven problem solver who is comfortable with responsibility.
• Driven to ensure a high level of attention to detail and accuracy at all times.
• Reliable, punctual and professional with an intrinsic "can do" attitude.
• Capable to work effectively both independently and as part of a team.
• Full and clean UK driving licence.

Desirable Qualifications

• Higher Education A levels or a degree in Business Administration, HR or a related field.
• NVQ Level 3/4 in Business Administration, Certified Administrative (CAP), or project management certifications.

Essential Experience and Knowledge

• At least 5 years previous experience in a dedicated administrative or office support role.
• Experience managing data input with high accuracy and maintaining confidentiality.

Desirable Experience and Knowledge

• Familiarity with industry specific software (e.g. ERP systems, CRM platforms and/or QuickBooks Online).
• Experience in a customer facing or public facing environment.
• Knowledge of Civil Engineering or Construction sector training requirements and procedures, terminologies and industry expectations.

Advanced Skills

• Basic bookkeeping or financial administration skills (invoicing, tracking expenditure).
• Design skills (e.g., using Adobe, Canva or Microsoft packages) to create visual communication materials.

Key Responsibilities Overview

A successful candidate will be expected to:

• Manage day to day administrative operations and improve workflow efficiency.
• Coordinate meetings, take minutes and provide support to all Group departments.
• Maintain accurate electronic and paper filing systems.
• Liaise with vendors, suppliers, and internal departments.

General Responsibilities - ALL Staff

• Be aware of and comply with all company policies and procedures applying to your role or in your working area(s).
• Always work in a safe manner so as not to endanger yourself or others.
• Understand your own training and development needs and plans.
• Maintain your designated work area and vehicle in a clean and tidy state, in line with housekeeping procedures.

Role Responsibilities

The Business Administrator is responsible for the general administration of the Group, managing the procurement of goods and services and assisting with financial and accounting tasks. This role ensures that administrative duties are developed and conducted efficiently and cost effectively while maintaining accurate financial and administrative records throughout.

Key Responsibilities Purchasing Duties

• Identify suitable suppliers and service providers ensuring due diligence throughout.
• Request quotations for goods and services.
• Place and manage purchase orders, ensuring timely delivery of goods and services.
• Maintain and update supplier records and databases.
• Monitor stock inventory levels and coordinate with relevant departments and sites to ensure an economic approach that also meets operational needs.
• Resolve discrepancies with suppliers regarding orders, receipts and deliveries.
• Onboard approved suppliers ensuring they meet the relevant company or project criteria.

Accounts Assistance

• Process invoices to ensure timely payment to suppliers and contractors and service providers.
• Check contractor timesheets are accurate and validated for Accounts Department.
• Reconcile receipts and accounts payable transactions and maintain accurate financial records through the company procurement and accounting systems.
• Assist with creating financial reports as needed.
• Support the company accounting team with audits, reviews and information.

General Administration

• Provide administrative support to all departments and sites, including scheduling meetings, managing travel, and maintaining office and site supplies.
• Develop effective administrative systems using existing procurement and accounting software tools and Microsoft 365 (Premium).
• Identify, develop and administer new business systems as required.
• Manage the company vehicle and equipment requirements and activities, including unplanned and routine servicing, licensing and allocation.
• Support and maintain the company accreditations and Environmental and Health and Safety (EHS) activities and policies.
• Develop and maintain H&S and environmental systems as required.
• Handle confidential information with discretion and maintain organised and secure filing systems.
• Manage incoming and outgoing correspondence, including emails, phone calls, and mail.
• Support routine HR functions such as onboarding and off boarding employees/contractors and maintaining employee/contractor records.
• Assist with Marketing initiatives and promotions through various channels including social media.
• Plan and organise company events, meetings, and team building activities.
• Liaise with vendors, service providers, utilities and building management companies as required.
• Managing and operating internal telephone systems.
• Provide general business administrative support to the team, as needed.
• Actively participate and, when necessary, lead continuous improvement initiatives.

Communication

• The role must provide excellent communication to internal and external stakeholders, with an eye for detail and a can do attitude in a dynamic workplace.
• Provide regular reporting to the business regarding procurement and administrative performance.
• Produce minutes for daily Operations meetings, chair when required.

Working Conditions

• Lincoln Office based with UK construction site travel as required. There may be some potential for a flexible working arrangement at the discretion of the line manager.
• Standard daily hours, Monday to Friday, 8am to 4pm.
• Due to the size and nature of the business all members of staff may, from time to time, be involved in activities in addition to those specified above as required for the effective operation of the business.

Location

• Lincoln, Lincolnshire, United Kingdom.
• National travel to customer and supplier sites as required.
• May require overnight travel on occasions.

Salary

• £30,000 per annum.
• Salary negotiable based on experience.

Benefits

• Some hybrid working available.