Business Administrator – Logistics & Operations

Arca BioLogistics Ltd; Milton Keynes; On-site; GBP 30,000 - 40,000; Full time

Job summary

A specialist logistics provider is seeking a Business Administrator in Milton Keynes. The role requires a candidate who is well-organized and detail-oriented, with at least 5 years of experience in business administration. Key responsibilities include managing supplier invoices, tracking shipments, and supporting logistics and finance operations. Ideal candidates thrive under pressure and communicate effectively. This is a full-time, office-based position with a dynamic and impactful work environment.

Qualifications

• 5+ years experience in a business administration role.
• Experience in Life Sciences or logistics preferred.
• Strong analytical skills and attention to detail.

Responsibilities

• Process supplier quote requests and follow up.
• Complete billing calculations and match invoices.
• Manage supplier invoices and resolve discrepancies.

Skills

Organizational skills

Communication skills

Analytical skills

Proficiency with Microsoft Office

Job description

Location: Milton Keynes

Reports to: Operations Director

Type: Full-time, Office-based

We’re a specialist logistics provider serving the life sciences sector—think clinical trials, biotech, pharma, and research. Our work is mission-critical, and every shipment matters. We’re fast-growing and process-driven but small enough for every team member to make a big impact.

We’re looking for a highly organised, detail-oriented Business Administrator to support our Operations, Finance, and Commercial teams. You’ll be the backbone of our daily operations—keeping shipments moving, invoices accurate, and customers informed. This is not your average admin role; it’s central to how our business runs.

We want someone who:

- Keeps multiple priorities and tasks on track

- Communicates clearly and confidently with internal teams and external partners

- Brings order to complexity without needing hand-holding

- Learns new tools quickly and improves how we work

You might be a great fit if you:

- Are obsessed with deadlines and love ticking things off your list

- Color-code spreadsheets for fun and find joy in structure

- Get satisfaction from making other people’s work easier

- Stay calm under pressure and just get things done

- Can chase people politely but persistently

Key ResponsibilitiesOperations

·Proactively process supplier quote requests and follow up without prompting

·Complete weekly billing calculations and match to invoices with high accuracy

·Chase suppliers for ETAs and status updates of live jobs

·Track and follow up on packaging and temperature logger returns

Finance

·Manage supplier invoices: validate against CargoWise shipments, resolve discrepancies, and enter into Accounts Payable

·Create and send customer invoices for transport and duty/VAT

Commercial

·Build and maintain prospecting lists and enhance data sets for outbound lead generation

·Initiate contact with prospects to confirm data and set appointments

·Support external telemarketing with accurate and comprehensive data

·Follow up with customers and prospects on quotes sent

General Admin

·Triage and categorize inbox messages efficiently

·Manage office supplies and general administrative tasks

Knowledge, Skills and Experience

·5+ years experience in a business administration role

·Experience in Life Sciences or logistics preferred (or ability to learn quickly)

·Strong analytical skills and attention to detail

·Proficiency with Microsoft Office tools (Outlook, Word, Excel)

Key Competencies

·Highly organized and structured

·Clear and confident communicator

·Problem-solver who thrives under pressure

·Takes initiative and ownership of tasks

·Continuously improves processes and workflows

Please note: To support the business, you may be required to undertake any other reasonable duties compatible with your experience and competencies from time to time, which may also require you to work in a different part of the business.

This Job Description may be updated to reflect changing business requirements.

**CONFIDENTIAL**