Head Office Operations & Facilities Administrator

VINCI; Belfast City District; On-site; GBP 26,000 - 34,000; Full time

Job summary

VINCI in Belfast is seeking a proactive Business Unit Administrator to provide high-level administrative and financial support to the Head Office business unit. You will liaise with senior stakeholders, manage facilities, fleet, travel, telecoms, and central training coordination, while handling PO processing and payment workflows.

The role requires strong organisation, MS Office proficiency, and the ability to manage multiple tasks under pressure.

Qualifications

• Minimum five GCSEs including Maths and English.
• Experience with financial systems and PO processes.
• Strong MS Office proficiency (Excel, Outlook).
• Ability to work under pressure and in a team.
• Self-motivated with initiative.

Responsibilities

• 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.
• Manage 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.
• Book travel arrangements (flights, hotels, hire cars, parking, rail).
• Manage travel profiles, preferences, and approvals.
• Ensure cost-effective travel planning aligned with business policies.
• 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.
• 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.
• Coordinate with the Institute to maintain training records for Head Office employees.
• Support the Institute team to ensure seamless delivery of employee development programmes.

Skills

PO processing

GRN workflows

Excel data analysis

Outlook diary management

Time management

Organisational skills

Communication skills

Education

GCSEs incl Maths & English

Job description

VINCI in Belfast is seeking a proactive Business Unit Administrator to provide high-level administrative and financial support to the Head Office business unit. You will liaise with senior stakeholders, manage facilities, fleet, travel, telecoms, and central training coordination, while handling PO processing and payment workflows.

The role requires strong organisation, MS Office proficiency, and the ability to manage multiple tasks under pressure.