Business Administration Assistant Full Time NEW

Business Administration Assistant

£25,000 – £30,000 DoE

Haywards Heath

37 hours per week, Monday to Friday 9-5 (With flexible working hours)

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.

Main Responsibilities

Office & Business Administration:

• 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 (Timemaster)
• 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 (Timemaster)
• Set up new suppliers on to the system and maintain accurate supplier records
• Manage non‑project invoicing and related financial administration as and when require

Project & Commercial Support

• Create and maintain project records within the system (Timemaster), 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

Candidate Requirements

• 5 GCSE’s (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
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Strong organisational skills with the ability to manage multiple priorities
• High level of accuracy and attention to detail

We are committed to employment practices and behaviours which encourage diversity, promote equality of treatment and eliminate unlawful and or unfair discrimination.

We reserve the right to close this vacancy once we have received sufficient applications. If you have not been contacted within two weeks of the closing date, please assume that your application has not been successful and will not be progressed to the next stage.