Business Support Assistant

TN United Kingdom; Southend-on-Sea; On-site; GBP 25,000 - 35,000; Full time

Job description

Business Support Assistant, Southend-on-Sea

Client:

Location:

Job Category:

Other

EU work permit required:

Yes

Job Reference:

2a45d044ec16

Job Views:

4

Posted:

18.04.2025

Expiry Date:

02.06.2025

Job Description:

Job Summary: The Business Support Assistant will provide comprehensive administrative and financial support to ensure the smooth operation of the facilities management function. The role includes financial processing tasks such as raising Purchase Orders (POs), goods receipting, reconciliation, and maintaining financial records. Additionally, the role involves coordinating meetings, handling data entry, and supporting process improvements. The role reports to the Zone Workplace and Campus Leads.

Key Responsibilities:

1. Financial & Procurement Support:
   • Raise Purchase Orders (POs) in line with company procurement policies and track approvals.
   • Conduct goods receipting, ensuring delivered goods/services match purchase agreements.
   • Assist with financial reconciliation, matching POs, receipts, and invoices.
   • Maintain financial processes, including preparing invoices, investigating queries, and ensuring financial records are accurate.
   • Liaise with suppliers and internal teams to resolve invoice discrepancies and payment issues.
   • Support expense processing, budget tracking, and financial reporting.
   • Monitor contract renewals and service agreements, proactively addressing upcoming expirations.
   • Support vendor onboarding by collecting documentation and verifying compliance requirements.
2. Administrative & Meeting Coordination:
   • Coordinate a range of meetings, including scheduling, agenda preparation, and distributing relevant materials.
   • Take and produce accurate minutes, track actions, and follow up on outstanding tasks to completion.
   • Maintain and update internal databases and document management systems.
   • Support the preparation of business reports, presentations, and other administrative tasks as needed.
   • Develop and maintain standardised templates for meeting agendas, minutes, and reports.
   • Act as a point of contact for cross-departmental information requests.
   • Manage facility or office-related administrative needs, such as asset tracking or equipment requests in partnership with Campus Leads.
   • Effectively manage the administration tasks and complete as required by the Zone FM Lead.
   • Respond to general administration questions, queries and correspondence.
3. Business & Operational Support:
   • Manage IFM provider – minuting service provider meetings and tracking actions points to completion.
   • Liaise with IFM provider to ensure the effective delivery of services i.e. quotes etc & chasing where required, keeping Campus Leads informed.
   • Input data into a range of systems, ensuring accuracy and consistency.
   • Investigate and resolve data queries, providing input into the development of monitoring processes.
   • Assist with internal audits, ensuring documentation is complete and up to date.
   • Identify and support process improvements to enhance efficiency and accuracy in facilities management function.
   • Ensure compliance with company policies and financial regulations.
   • Other tasks as reasonable requested by Zone FM or Campus Leads.

The above tasks are not exhaustive and can change depending on the requirements of the business.

Key Skills & Competencies:

1. Strong financial administration skills, including PO processing, invoicing, and reconciliation.
2. Excellent attention to detail and ability to manage multiple tasks simultaneously.
3. Strong communication skills, both written and verbal.
4. Proficiency in Microsoft Office (Excel, Word, Outlook) and financial systems (Coupa, SAP, Oracle, or similar).
5. Ability to work independently and as part of a team in a fast-paced environment.
6. Problem-solving skills with the ability to handle supplier and internal stakeholder queries.

Qualifications & Experience:

1. Previous experience in a finance or business support role.
2. Familiarity with procurement processes, financial reconciliation, and data management.
3. Experience using financial systems (e.g., SAP, Oracle, or similar) is desirable.
4. Understanding of basic accounting principles and financial compliance.
5. Optional: Any relevant qualifications, such as AAT, business administration, or finance-related certification.

Additional Information:

Some roles may require flexibility in working hours or occasional travel. The role may involve liaising with multiple stakeholders across departments.

At Schneider Electric, Diversity & Inclusion is at the heart of our organisation, it's an integral part of our history, culture, and identity. We recognise that embracing diversity unlocks innovation and creativity and fosters collaboration. We want our employees to reflect the diversity of our communities and the customers we serve. As a result, our teams are stronger to drive the company's future.

What we offer you: Competitive salary & Bonus Scheme, 28 Days Annual Leave + Public Holidays, Holiday Buy & Sell programme, Pension Scheme, Employee Share Ownership Programme, Various Health & Wellbeing Support Options, Gym Flex, Open Talent Market (internal mobility opportunities + access to mentors & projects globally), Shopping & Dining Discounts, Learning Portal and much more.

Apply now: Please submit an online application to be considered for any position with us. You know about us, so let us learn about you! Apply today.

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Schneider Electric is an Equal Opportunity Employer. It is our policy to provide equal employment and advancement opportunities in the areas of recruiting, hiring, training, transferring, and promoting all qualified individuals regardless of race, religion, color, gender, disability, national origin, ancestry, age, military status, sexual orientation, marital status, or any other legally protected characteristic or conduct.