Business Unit Administrator

Omexom UK; Belfast City District; On-site; GBP 22,000 - 30,000; Full time

Job summary

Omexom UK in Belfast is seeking a proactive Business Unit Administrator to provide high-level admin, financial, and facilities support to the Head Office unit. You will coordinate with senior leaders and internal/external partners to ensure smooth operations.

The role requires GCSEs including Maths and English, strong Excel/Outlook skills, experience with financial systems and PO processes, and the ability to multitask under pressure with attention to detail.

Qualifications

• Minimum of five GCSEs including Maths and English.
• Experience with financial systems, PO processes and GRN workflows.
• Strong proficiency in Microsoft Office, especially Excel and Outlook.
• Excellent time management and organisational skills.
• Ability to work under pressure, be a team player and use initiative.

Responsibilities

• Oversee day-to-day running of the Belfast office and facilities contracts.
• Process purchase orders, manage invoice workflows, and maintain records.
• Coordinate travel arrangements and keep travel profiles up to date.
• Administer fleet documentation and liaise with providers and insurers.
• Manage group mobile accounts and cost-centre charging.
• Coordinate with the Institute to maintain training records.

Skills

Excel

Outlook

Time management

Organisation

Interpersonal skills

Education

GCSEs ( Maths & English included )

Tools

Microsoft Office

Job description

Job Title: Business Unit Administrator

Reporting to: Finance Business Partner

Business Unit: Head Office

Purpose of the Position:

This role will provide high-level administrative, organisational, and operational support to the Head Office Business Unit. It will act as a key liaison between senior leaders, internal stakeholders, and external partners while overseeing a range of administrative, financial, and facilities responsibilities. It will also manage core Head Office processes such as fleet, travel, telecoms, credit card administration, and central training coordination.

Responsibilities & Duties:

Facilities & Office Management

• Oversee the day-to-day running of the Belfast office.
• Manage facilities contracts including cleaners, maintenance providers, landlords, and utilities.
• Ensure office equipment such as franking machines, printers, and meeting facilities are functioning effectively.
• Coordinate meetings, room bookings, catering, visitors, and parking arrangements.
• Manage courier and postal services.
• Monitor and replenish office supplies.

Procurement & Financial Administration

• Manage the creation, processing, and receipting of purchase orders.
• Oversee invoice workflows, ensuring timely and accurate processing.
• Maintain accurate financial records and support budget-related administration.
• Monitor Head Office credit card usage, allocate spending, and ensure compliance with internal controls.
• Ad hoc financial administration as required.

Travel & Logistics Coordination

• Book travel arrangements, including flights, hotels, hire cars, parking, and rail travel.
• Manage travel profiles, preferences, and approvals.
• Ensure cost-effective travel planning aligned with business policies.

Fleet & Equipment Management

• Oversee fleet administration, including adding/removing vehicles from insurance databases.
• Act as the central contact for vehicle providers, insurance partners, and internal users.
• Maintain accurate fleet documentation, mileage logs, and compliance records.

Telecoms & Group Account Administration

• Manage group-level mobile phone accounts, SIMs, hardware allocation, upgrades, and contracts.
• Maintain asset registers and ensure accurate charging to cost centres.
• Liaise with telecoms providers and ensure adherence to group policies.

Head Office Training Coordination

• Coordinate with the Institute to maintain training records for Head Office employees.
• Support the Institute team to ensure seamless delivery of employee development programmes.

Person Specification

Qualifications and experience

• Minimum of five GCSEs (A*-C or equivalent), including Maths and English.
• Experience with financial systems, purchase order processes, and GRN workflows.
• Strong proficiency in Microsoft Office, especially Excel (data analysis, reporting) and Outlook (complex diary management).
• Excellent time management and organisational skills to manage multiple tasks.
• Excellent organisational, communication and interpersonal skills.
• Be able to work under pressure, be a team player and have a high level of self-motivation.
• Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.

Desirable criteria

• Experience with fleet, travel, telecoms, or facilities administration.
• Knowledge of accounting or payroll principles and/or systems.

Additional Attributes

• Professional approach and excellent attention to detail.
• Comfortable working independently while supporting multiple senior stakeholders.
• Commitment to continuous improvement and service excellence.

Values

In line with Omexom's values, the jobholder must possess the following qualities:

• Team Spirit & Generosity - able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
• Trust and Empowerment - enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.
• Integrity and Responsibility - enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.
• Innovation & Entrepreneurship - continually strive to improve processes and introduce new initiatives to improve efficiency.