Business Support Administrator

5 months ago

Leicester, United Kingdom Savills Management Resources Full time

**Purpose of the Role**

The Business Support Team ensures a high level of communication both internally and externally by providing support to all business data and communications systems.

The team deliver the following key functions:

- Highcross performance analysis and reporting
- Finance administration and management accounting
- Administration support to the management team

Business support team are responsible for financial planning, management and reporting ensuring that all operational expenditure is delivered within budget. There is additional responsibility for all cash management and the operations of all systems relating to management information, telecoms, networking and the car park.

Reporting to the Business Support Manager the role of Business Support Administrator is pivotal to the success of the Centre Management operation as this person will need to ensure that there is close liaison between all on-site parties, including security, cleaning and technical personnel.

**Key Responsibilities**
- Assist in accurate and informative site reports to a high standard for internal and external business needs. To include the Weekly Sales Performance Report, Weekly and Monthly reporting.
- Responsible for key areas of management reporting under the direction of the Business Support Manager.
- Maintenance of spreadsheets for comparison and data analysis.
- Assist with office processes including ordering of IT consumables such as toners, peripheral devices.
- Assist and maintain company information systems including people counting systems, car parks, and sales collection.
- Manage any bookings for the conference rooms including IT support
- Deal with all ad hoc general enquiries and help build the relationship between occupiers, contractors and senior management team
- To ensure the security of all documentation/information and acting at all times with the utmost discretion when dealing with potentially sensitive matters.
- Responsible for any cash reconciliation, coding invoices and maintaining departmental records. Invoices are to be coded correctly cleared down on a regular basis.
- Maintain equipment asset registers covering IT, Mechanical Equipment and general office equipment.
- Attend, co-ordinate and minute appropriate meetings, circulating these to all attendees.
- Co-ordinate with budget holders on any changes, updates or financial information which will affect the processing of invoices or their budgets.
- Record and monitor the movements of invoices and process for payment within agreed deadlines.
- Ensure invoices and other documents are sent to other external parties within agreed time limits.
- Ensure all costs processed are authorised by an appropriate Business Head and accurately coded.
- Ensure local electronic financial information is kept up to date.
- Assist with end of year audits by providing all necessary support for the Auditor and any other interested party as directed by the Business Support Manager.
- Assist with cash handling audits as requested.
- Assist with accounting for car park income and reconciliation of bank statements.
- Analysis and production of budget reports to feedback to Management team on a regular basis, as well as providing other financial reports i.e. Quarterly reports, as and when required.
- Assist the Business Support Manager in monitoring financial expenditure on all budgets in line with the Business Plan.
- Support the Commercial/Retail Business Manager with back and front office support for the Mall Comms. Ensuring all occupiers receive a timely response to any queries raised through the communications App.
- Provide administration support to the senior management team.
- Responsible for key areas of management reporting under the direction of the Business Support Manager.
- Undertake any general administration as required.

**Additional Responsibilities**:

- Provide reception cover on a rota basis supported by the centre management administration team
- Attend any training and development courses as necessary.
- Adhere to all company policies and procedures
- Undertake any other reasonable duties as required to meet the needs of the Centre

**Health Safety and Security**
- Have a good understanding of the company’s Health & Safety policy and the requirements on-site, including evacuation procedures and to ensure the safety of non-site personnel / visitors.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

**Skills, Knowledge and Experience**

**Minimum**:

- Minimum of 2 years’ experience working within a similar office environment
- AAT or equivalent Professional Finance qualification
- Accomplished in Microsoft 365 software tools
- Advanced MS Excel skills
- Experience of accounting software
- Able to demonstrate good administration skills
- Good analytical and numeracy

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