Business Support Coordinator
Business Support Coordinator
Department: Business Support / Operations
Reports to: Managing Director / Senior Management Team
Employment: Full\-time, Permanent
About the Role
We are looking for a highly organised, proactive and dependable Business Support Coordinator to work across all departments within the company.
This is a varied role that sits at the centre of the business, supporting management, service, projects, engineers, accounts and administration with the day\-to\-day organisation required to keep jobs running efficiently.
The successful candidate will help coordinate engineers and site activities, prepare RAMS and other documentation, raise purchase orders, assist with job planning, support HR and Health \& Safety administration, and generally help departments resolve issues and keep work progressing.
This would suit someone who enjoys variety, takes ownership of problems and is comfortable dealing with several priorities at the same time.
Key ResponsibilitiesOperations \& Job Planning
- Assist managers and coordinators with planning service, maintenance and installation works.
- Book engineers and subcontractors onto customer sites.
- Liaise with customers and site contacts to arrange access and attendance.
- Assist with engineer diaries and scheduling.
- Ensure engineers have the correct information before attending site.
- Help organise labour, materials, equipment, access equipment and subcontractors.
- Monitor upcoming jobs and identify anything that could prevent work proceeding as planned.
- Assist departments with general operational and administrative problems.
- Follow up outstanding actions to ensure jobs continue moving forward.
- Prepare and complete Risk Assessments and Method Statements (RAMS).
- Work with engineers and project managers to ensure RAMS accurately reflect the work being undertaken.
- Submit RAMS and other documentation to customers and principal contractors.
- Maintain standard RAMS templates and company documentation.
- Assist with permits, inductions, site access forms and customer\-specific documentation.
- Ensure required paperwork is completed before engineers attend site.
- Maintain accurate records of approved documentation.
- Raise purchase orders for materials, equipment and subcontractors.
- Assist engineers and managers with ordering materials.
- Liaise with suppliers regarding availability, pricing and deliveries.
- Coordinate deliveries to the office, engineers or customer sites.
- Help ensure materials are available when required for planned works.
- Follow up outstanding orders and resolve delivery problems.
- Maintain accurate purchasing records.
- Book engineers onto customer sites.
- Coordinate site inductions, access requirements, permits and security information.
- Communicate job information and changes to engineers.
- Assist engineers with administrative issues while they are working on site.
- Ensure job sheets, photographs, reports and other required documentation are returned.
- Help resolve problems that could delay engineers or prevent jobs being completed.
- Assist management with the administration of the company's Health \& Safety procedures.
- Maintain Health \& Safety records and documentation.
- Assist with RAMS, COSHH assessments and other safety documentation.
- Maintain records relating to training, qualifications and certificates.
- Monitor expiry dates for relevant employee and company certifications.
- Assist with accident, incident and near\-miss documentation.
- Help communicate Health \& Safety information to employees.
- Work with management and external Health \& Safety advisers where required.
- Provide day\-to\-day administrative support for HR matters.
- Assist with employee onboarding and new starter documentation.
- Maintain employee records and personnel files.
- Monitor holidays, absence, training and employee documentation.
- Assist management with employee\-related issues and ensure appropriate records are maintained.
- Arrange training courses and maintain training records.
- Monitor qualification and certification expiry dates.
- Handle confidential employee information professionally and discreetly.
- Support management with recruitment administration where required.
- Provide administrative support across all departments when required.
- Assist the Managing Director and management team with day\-to\-day business requirements.
- Help improve internal processes, systems and documentation.
- Produce letters, spreadsheets, reports and other company documents.
- Maintain organised electronic filing systems.
- Liaise professionally with customers, suppliers, engineers and subcontractors.
- Take ownership of administrative issues and follow them through to completion.
- Help departments communicate effectively with each other.
- Provide cover and additional support during busy periods and staff holidays.
The ideal candidate will have:
- Previous experience in an administration, coordination or operations role.
- Excellent organisational and time\-management skills.
- Strong attention to detail.
- Good written and verbal communication skills.
- Confidence communicating with customers, engineers, suppliers and management.
- Good working knowledge of Microsoft Outlook, Word and Excel.
- The ability to manage several tasks and priorities simultaneously.
- A practical, common\-sense approach to problem solving.
- The confidence to chase outstanding information and ensure actions are completed.
- The ability to work independently while also supporting a wider team.
Previous experience with RAMS, Health \& Safety documentation, purchasing, engineer scheduling or HR administration would also be beneficial, although training can be provided.
Personal Attributes
We are looking for someone who is:
- Highly organised and reliable.
- Proactive rather than waiting to be asked.
- Comfortable taking ownership of tasks.
- Able to prioritise when several departments need assistance.
- Confident dealing with people at all levels.
- Professional and approachable.
- Calm under pressure.
- Able to handle confidential information appropriately.
- Willing to learn and develop.
- A team player with a genuine desire to help others.
- Focused on finding solutions rather than simply identifying problems.
The Business Support Coordinator will become a central point of support across the company.
The aim of the role is simple: to remove administrative and organisational pressure from managers, engineers and departments so they can concentrate on delivering their work.
The successful person will help ensure that jobs are properly planned, engineers arrive on site prepared, RAMS and documentation are completed on time, materials are ordered, Health \& Safety requirements are maintained, employee administration is organised and outstanding actions do not get forgotten.
This is an important position for someone who wants to become involved in many areas of the business and play a key part in helping the company operate efficiently and continue to grow.
Pay: £28,000\.00 per year
Work Location: In person
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