Office & Business Administration

This role plays a vital part in ensuring the smooth running of office operations while providing essential administrative, financial, and project support.

Working closely with the Business Analyst and Associate Commercial Manager, to support project finance processes, maintain accurate data across systems, and act as a central point of contact for day‑to‑day business support activities.

Duties

• Act as the first point of contact for the office, including managing telephone calls, welcoming visitors and dealing with general enquiries to ensure the smooth running of the office
• Coordinate multiple office services including cleaning contracts, utilities management, and supplier portals
• Manage office facilities and supplies including ordering stationery, arranging refreshments, issue of access keys and access to Wi‑Fi for visitors.
• Support staff with non‑project enquiries such as car hire/travel bookings and expense queries where necessary
• Manage the office credit card transactions and complete monthly reconciliations of receipts and documents.

Finance & Procurement Support

• Raise all purchase requisitions (project/non project) for the business using Microsoft Dynamics 365, ensuring they are approved, issued and recorded on the relevant system
• Process and verify supplier invoices in D365, ensuring timely approval and receipted for payment, ensuring that they are recorded against the relevant purchase requisition on the system 
• Set up new suppliers on to the system and maintain accurate supplier records
• Manage non‑project invoicing and related financial administration as and when required

Project & Commercial Support

• Create and maintain project records within the system, this includes adding fees, inputting programme dates, and updating resource profiles for all projects
• Update all additional project data, including any fee changes and change control fees that need adding to the project
• Support framework passthrough management ensuring all relevant project data and associated purchase requisitions are recorded and quarterly reconciliations of invoices are reported to the bid team/framework manager
• Export financial and project data as required for reporting purposes

Qualifications / Knowledge or Training 

5 GCSE (A-C) including Maths and English 

BTEC or equivalent in Business or Finance, or working towards

Experience in a similar administrative or project finance support role

Skills and Abilities 

Proficient in MS Office including Excel and Word 

Strong organisational skills with the ability to manage multiple priorities

High level of accuracy and attention to detailThis
This is an office based role - there is no hybrid opportunity - 37.5hr Monday to Friday