Business Support Coordinator
4 days ago
Hemel Hempstead
We're looking for a Business Support Coordinator, who will provide day-to-day administrative and office support on a 6-month fixed-term, full time basis, working from our Hemel Hempstead office. As this is a new position, the role will require someone who is comfortable working with a degree of uncertainty, searching for answers independently, asking the right questions, and helping to shape practical ways of working as the role develops. The position will support a range of office and administrative activities, including timesheets, expenses, post, building access, visitor coordination, office supplies, and general office organisation. In addition, the role will support billing, cost administration, finance-related processing, operational reporting, and the maintenance of trackers and internal systems. A significant part of the role will involve high-volume data entry and ensuring information is maintained accurately across multiple spreadsheets, reports, and systems. Responsibilities: • Provide general administrative support to the office and wider team, ensuring tasks are completed accurately and in a timely manner, • Support with the processing, checking and tracking of employee timesheets, including following up on missing or incomplete information where required, • Assist with expenses administration, including checking submissions, collating supporting documentation, flagging missing information, and helping ensure claims are processed in line with company policy, • Maintain office filing systems, both electronic and physical, ensuring documents are stored appropriately and kept up to date, • Support with incoming and outgoing post, including sorting, distributing, scanning, filing and arranging postage or courier collections where required, • Assist with building access administration, including access requests, visitor arrangements, passes, keys, security processes, and maintaining relevant records, • Help coordinate visitors, including signing in, issuing passes and directing them appropriately, • Support with meeting room bookings, room set-up, refreshments and visitor arrangements when needed, • Help coordinate office supplies, stationery and basic equipment requests, ensuring stock levels are maintained where required, • Act as a helpful point of contact for office-related queries, communicating clearly and professionally with colleagues, visitors and suppliers, • Assist with ad hoc administrative requests, including high-volume data entry, document formatting and collation of information, • Support with basic invoice, purchase order, supplier, expense or reconciliation administration where required, • Maintain and update operational, billing, finance, and cost trackers, ensuring information is recorded accurately and kept up to date across internal systems and spreadsheets, • Track and monitor billing and cost administration activities, ensuring information is processed accurately and escalated where discrepancies or missing information are identified, • Support weekly and monthly reporting activities by preparing, updating, and validating operational and finance-related information, • Work closely with Operations, Finance, PMO, and other departments to support billing cycles, reporting deadlines, and administrative processes, • Work closely with colleagues across departments to ensure administrative processes are followed consistently, • Coordinate office maintenance requests and liaise with internal teams, building management or external providers where required, • Support with health and safety administration, such as office checklists, visitor logs or basic compliance records, • Maintain noticeboards, office communications or internal announcements where required, • Maintain confidentiality when handling employee, business, financial or commercially sensitive information, • Carry out repetitive and process-driven administrative activities with a high level of accuracy and attention to detail, • Carry out any other reasonable administrative duties in line with the needs of the business. Experience: • Previous administrative or office support experience is essential, • Experience supporting timesheets, expenses, paperwork, office coordination, visitor arrangements, post, building access, facilities administration billing, cost tracking, invoice administration, purchase orders, reconciliation activities, finance administration, or high-volume data entry would be advantageous, • Comfortable supporting different teams and adapting to changing priorities. Location: This role is based in our Hemel Hempstead office and requires regular office attendance at a minimum 3 days per week. The day to day may involve supporting colleagues across different departments, handling varied administrative tasks, responding to changing priorities, and dealing with confidential information. This includes periods of desk-based computer work, filing, scanning, printing, handling post, preparing meeting rooms, coordinating visitors, and supporting general office organisation. What We Offer • Private Medical Insurance (PMI), • Pension scheme, • Phone allowance, • Company sick pay, • Access to wellbeing support services, • A supportive and collaborative working environment We are committed to creating an inclusive workplace where everyone feels respected and supported. We welcome applications from all backgrounds and experiences and make recruitment decisions based on skills, experience, and business needs.
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