Business Coordinator

Job Description

Are you the person who notices what everyone else has missed — the renewal coming up, the meeting not booked, the action that was promised three weeks ago and still hasn’t happened? We are looking for a commercially sharp, proactively organised and quietly formidable Business Coordinator to join our team at Crystal Pathways, based primarily in Brighton / Hove.

This is a full\-time, office\-based role at the operational heart of a growing organisation with 30\+ live contracts and colleagues across England, Scotland and Wales. You will be the person who makes everything run — and who actively makes it run better, cheaper and more smoothly than it would without you.

You will work directly with our Senior Leadership Team, managing diaries, coordinating events and travel, overseeing suppliers, and keeping the operational fabric of Crystal Pathways tight. This is not a passive support role. We want someone who pushes back on inefficiency, never accepts the first price offered, chases Directors when things slip, and takes ownership of the business without needing to be asked.

Key Responsibilities

• Source and book venues for SLT meetings, team events and DWP delivery sessions — always obtaining at least three quotes and negotiating rates proactively before committing.


• Book and manage all business travel for the SLT and staff — trains, flights, accommodation and taxis — prioritising value for money and maintaining a monthly travel spend summary.


• Manage diaries for Directors, schedule all recurring SLT and Board meetings, prepare agendas and distribute papers in advance — and chase colleagues proactively when actions are outstanding.


• Produce and distribute concise meeting notes, capturing actions with named owners and deadlines; manage the weekly all\-staff Business Check\-In.


• Manage supplier relationships across stationery, IT, printing, and other operational services — renegotiating contracts at renewal and maintaining a supplier register with tracked renewal dates.


• Support finance admin tasks including processing purchase orders, collating invoices, preparing expenditure summaries, and assisting with business insurance renewals.


• Coordinate end\-to\-end recruitment administration: posting roles, scheduling interviews, issuing offer letters, and managing the onboarding of new staff including IT setup and DBS tracking.


• Maintain personnel records, the HR administration tracker, and the staff training and accreditations register — flagging gaps and upcoming renewals to the relevant manager.


• Maintain up\-to\-date registers of business accreditations, compliance documents and certifications, with renewals flagged at least 8 weeks in advance.


• Provide general administrative support to the SLT — document preparation, correspondence, internal communications, and ad hoc tasks that keep the senior team running efficiently.

Essential:

• Proactively organised — manages multiple ongoing tasks across multiple people, and doesn’t need to be reminded of what’s coming.


• Commercially minded — instinctively looks for a better deal, is comfortable negotiating with suppliers, and takes satisfaction in saving money.


• Confident working directly with senior leaders — comfortable chasing a Director on an outstanding action.


• Excellent attention to detail — documents are right the first time; bookings confirmed correctly.


• Strong written communication — can draft a clear, professional email or set of meeting notes.


• Self\-starting — identifies what needs doing, gets on with it, and reports back, offering solutions.


• Comfortable with Microsoft 365 — Outlook, Teams, and related tools used for day\-to\-day operations.

• Previous experience in a business support, operations coordinator, EA, or office management role — particularly in a growing SME or multi\-site organisation.


• Experience managing supplier relationships, negotiating contracts, or overseeing procurement at an operational level.


• Familiarity with Microsoft Planner and SharePoint, and confidence picking up new systems quickly.


• Experience supporting a Senior Leadership Team and holding Directors to account on outstanding actions.


• An interest in Crystal Pathways’ mission — supporting people facing health conditions, disability or complex need to move forward in life.

At Crystal Pathways, we are passionate about creating inclusive, accessible, and supportive environments where our colleague and clients can thrive.

As part of our team, you will have the opportunity to make a real difference in how our business operates to ensure we are being efficent and delivering high standards at all times. If you think this sound like a role matches your skills and experience, we would love to hear from you!

Pay: £26,000\.00\-£30,000\.00 per year

Benefits:

• Company pension


• Employee discount


• On\-site parking

• similar business coordinator: 1 year (required)

This listing is from indeed. View original listing ↗