Business Support Assistant

neway international; Plymouth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A public service organization in Plymouth is looking for a Business Support Assistant to provide customer-facing and facilities-related duties. You will coordinate room and vehicle bookings, manage visitor access, and oversee the reception services. The ideal candidate should have strong organisational skills, excellent communication, and proficiency with Microsoft Office. This role supports the operations of council buildings and involves liaising with external contractors and ensuring facilities resources are effectively managed.

Qualifications

• Knowledge of building management procedures.
• Competent written English for professional correspondence.
• Understanding of administrative procedures.

Responsibilities

• Providing reception services and acting as incident officer.
• Coordinating bookings for meeting rooms and vehicles.
• Greeting and inducting visitors.
• Taking delivery of materials and post.
• Administering building access systems.
• Liaising with external contractors.
• Supporting the smooth operation of buildings.

Skills

Organisational skills

Communication skills

Microsoft Office (Excel, Outlook, Word)

Literacy and numeracy

IT skills

Education

Relevant administration-related qualification

Job description

This role sits within Customer and Corporate Services > HROD > Facilities Management (Soft Services). The Facilities team ensures the smooth operation of council buildings, supporting staff, visitors, and external users through effective building management, customer service, and administrative coordination., The Business Support Assistant will provide a range of customer-facing and facilities-related duties as part of a busy team. You will act as the first point of contact for building users, support the coordination of rooms, vehicles, and facilities, and ensure the secure handling of deliveries and access systems.

This role requires strong organisational skills, excellent communication, and the ability to work to defined schedules and service standards.

Key Responsibilities

• Providing reception services, including acting as incident officer when required.
• Coordinating meeting rooms, vehicles (including electric cars), and facilities bookings for internal and external users.
• Greeting and inducting visitors and issuing keys and access passes.
• Taking delivery of materials and post, ensuring secure retention until collection.
• Administering building access systems.
• Liaising with external contractors regarding repairs and security services.
• Supporting the smooth operation of buildings and ensuring facilities resources are in place.
• Working to schedules, task lists, rotas, and resource plans.

Essential Qualifications / Knowledge

• Knowledge of building management procedures.
• Competent written English for professional correspondence.
• Working knowledge of Microsoft Office applications (Excel, Outlook, Word).
• Understanding of administrative procedures.
• Knowledge of working to defined outputs, targets, and schedules.

Desirable Qualifications / Knowledge

• Relevant administration-related qualification.
• Customer service and First Aid training.

Essential Experience

• Experience using Microsoft applications and word processing.
• Experience working flexibly, including out-of-hours support if required.

Desirable Experience

• Experience coordinating or delivering Facilities Management services.
• Understanding of financial processes such as billing and invoice generation.

Essential Skills

• Strong literacy and numeracy skills.
• Confident IT skills with Microsoft applications.
• High-level communication skills suitable for diverse customers and visitors.
• Ability to plan and prioritise own workload effectively.