Business Support Coordinator

Insignia Search; Chelmsford; On-site; GBP 26,000 - 36,000; Full time

Job summary

Insignia Search in the United Kingdom is seeking a Business Support Coordinator to keep a busy operation moving within the construction and security sector. This role sits at the heart of customer, supplier and engineer coordination, ensuring information flows smoothly from enquiry to invoice.

You will enter and maintain critical data, support scheduling, purchase requests and supplier records, and provide practical office support as priorities change.

Qualifications

• Strong organisation and attention to detail.
• Clear, professional communication and numeracy.
• Comfort with Microsoft 365 and learning new systems.
• Ability to work independently and escalate when needed.

Responsibilities

• Enter and maintain accurate customer, site, project and job information.
• Support scheduling, access arrangements, materials and updates.
• Prepare purchase requests and orders; maintain supplier information.
• Assist invoicing; support customer portal and billing administration.
• Collate enquiry and quotation information; keep records up to date.
• Identify incomplete work and route to the right person for action.
• Provide practical office support as priorities change.

Skills

Strong organisation

Attention to detail

Clear communication

Numeracy

MS 365

Independent worker

Escalation awareness

Reliability

Tools

Simpro

Sage

Xero

ERP systems

Job description

Important: Due to the location of the office and the practical requirements of the role, applicants must hold a full UK driving licence and have access to their own vehicle.

Could you become the person who keeps a busy operational business moving?

An established specialist business operating within the construction and security sector is strengthening its internal systems and ways of working as it prepares for its next stage of development.

We are looking for an organised, dependable and commercially aware Business Support Coordinator who enjoys being at the centre of a busy working environment – keeping information moving, following things through and making sure important details don't get lost between customers, engineers, suppliers, operations and finance.

This is not simply a traditional administration role.

You will become an important part of the day-to-day operation of the business, supporting work from the first customer enquiry and job setup through to engineer reports, purchasing administration, job completion and invoice preparation.

What will you be doing?

Your responsibilities will include:

• Acting as a professional and helpful point of contact for customers, suppliers, engineers and colleagues.
• Entering and maintaining accurate customer, site, project and job information.
• Supporting scheduling, job information, access arrangements, materials and routine customer updates.
• Checking completed jobs and following up missing engineer reports, photographs, time, materials, signatures and certificates.
• Preparing purchase requests and orders and maintaining accurate supplier information.
• Helping ensure completed work contains the information required to progress to invoicing.
• Supporting customer portal and billing administration.
• Collating enquiry and quotation information provided by commercial and technical colleagues.
• Keeping records, process notes and handover information accurate and accessible.
• Identifying incomplete or stalled work and making sure it reaches the right person for action.
• Providing practical support across the office as priorities change.

You won't be expected to make technical, pricing, contractual or financial approval decisions. Instead, you'll make sure the right information is available to the right people so that decisions can be made and work can keep progressing.

What are we looking for?

You are likely to be someone who enjoys organisation, takes ownership of your work and notices when something isn't quite right.

You'll need to be comfortable managing several priorities at once and confident enough to chase missing information rather than simply waiting for it to arrive.

We are particularly interested in people who can demonstrate:

• Strong organisation and attention to detail.
• Clear, professional communication.
• Confidence dealing with customers, suppliers and colleagues.
• Good written English and practical numeracy.
• Confidence using Microsoft 365 and learning new business systems.
• An ability to work independently while knowing when something needs to be escalated.
• A reliable, practical and helpful approach.
• The ability to remain organised in a busy office where priorities can change.
• A full UK driving licence and access to their own vehicle, due to the office location and requirements of the role.

Experience that could be particularly useful

Previous experience within construction, engineering, fire, security, building services, facilities management or another operational/service environment would be advantageous, but it isn't essential.

Experience involving any of the following would also be valuable:

Job-management or ERP systems | Simpro | Purchasing | Supplier administration | Sage | Xero | Customer invoicing | Engineer reports | Customer portals | Quotation administration | Job closeout

You do not need to tick every box.

We are interested in finding someone with the right combination of capability, attitude and potential who can become a trusted member of the team.

The opportunity

This is an opportunity to join an established specialist business at a point when it is investing in stronger systems, clearer processes and the infrastructure needed for its next stage of development.

For the right person, that means more than simply inheriting an administration desk.

You'll have the opportunity to understand how the whole operation fits together, work closely with different areas of the business and play a practical part in making the organisation increasingly organised, efficient and responsive.

If you like being the person who knows what's happening, keeps things moving and makes sure things get finished, we'd like to hear from you.

Interested?

Please apply with your CV together with a short introduction explaining why this opportunity interests you and how your experience could help you support a busy office and operational team.