Business Administrator Job at London Full Time NEW

Role: Business Administrator

Location: Hybrid – Predominantly home-based with occasional attendance at London office location, as required

Hours: Full-Time

Role Overview

We are seeking a proactive, organised, and detail-oriented Business Administrator to support the smooth and efficient operation of our consultancy business.

This is a varied and important role providing administrative, operational, and coordination support across project delivery, business systems, finance administration, compliance, team support, and day-to-day business operations.

The successful candidate will be a self-motivated individual with strong organisational skills, excellent attention to detail, and the ability to manage multiple priorities while contributing to a professional, collaborative, and efficient working environment.

Key Duties & Responsibilities

General Administration & Business Support

• Provide day-to-day administrative support to Directors, staff, and the wider business.
• Prepare correspondence, meeting documents, and general business documentation.
• Support general business coordination and operational administration.
• Assist in maintaining efficient internal administrative processes and systems.

Project Administration Support

• Support project initiation processes, including preparing fee proposals, requesting client information, setting up project folders, and maintaining project setup documentation.
• Maintain project-related trackers, including project trackers, opportunities trackers, and invoicing schedules.
• Support document control and filing of project-related records and information.
• Assist with reporting support and project-related administrative tasks.

Systems, Document Control & Compliance

• Maintain and organise the company’s online filing systems, ensuring records are accurate, secure, accessible, and well structured.
• Support document control processes and ensure consistency in record management.
• Assist with maintaining company policies, procedures, and internal administrative records.
• Support compliance documentation, including health & safety records, quality management records, and audit-related information.
• Assist in managing annual accreditations and certifications (e.g. SSIP, Achilles, ISO 9001, or equivalent).
• Support GDPR-related administration and the secure handling of confidential company information.

Finance & Expense Administration

• Manage employee expense administration, including collecting receipts, maintaining trackers, uploading records, and coordinating approval processes.
• Support invoicing administration and finance-related record tracking.
• Assist with supplier coordination, procurement tracking, and purchase administration where required.
• Support general finance administration tasks.

Team & HR Administration

• Support onboarding administration for new employees, including documentation, induction preparation, and equipment coordination.
• Coordinate procurement of PPE, workwear, laptops, phones, and other business equipment.
• Maintain training and CPD records, including updating training matrices and supporting CPD coordination.
• Assist with arranging meetings, team events, office bookings, training sessions, and business travel arrangements.
• Support general employee administration and team coordination activities.

IT & Systems Coordination

• Coordinate with external IT providers and internal contacts regarding equipment setup, access requests, and system administration support.
• Assist in maintaining user access records and supporting general IT coordination tasks.
• Help ensure staff have access to the systems, tools, and documentation required to work effectively.

Meetings & Communication

• Organise internal meetings and team days.
• Prepare agendas, record meeting minutes, and issue follow-up actions.
• Manage shared inboxes (e.g. info@), telephone calls, and direct enquiries to the appropriate person.
• Maintain professional communication with clients, suppliers, and internal staff.

Marketing & Business Development Support

• Support updates to company marketing materials, website content, templates, and presentation documents.
• Assist with proposal formatting, business submissions, and administrative support for wider business development activities.

Continuous Improvement & Business Operations

• Identify opportunities to improve administrative processes, trackers, filing systems, and internal efficiencies.
• Support wider operational improvements as the business continues to grow.
• Assist in ensuring the smooth day-to-day running of business operations.

Person Specification

Essential Skills & Experience

• Minimum 5 GCSEs (or equivalent), including Maths and English.
• Previous experience in an administrative, office support, business support, or operations coordination role in a professional services environment.
• High attention to detail and accuracy.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong Excel capability, including formulas and data management.
• Familiarity with Microsoft Teams, SharePoint, and cloud-based filing systems.
• Excellent organisational and time management skills.
• Ability to prioritise tasks and manage multiple responsibilities effectively.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Professional, proactive, and solutions-focused approach.
• Ability to maintain confidentiality and handle sensitive business information appropriately.

Desirable Skills & Experience

• Experience within a consultancy or construction-related business.
• Experience supporting finance administration, document control, or compliance-related tasks.
• Experience supporting ISO standards, accreditation processes, or quality management systems.
• Experience working in a home-based role or a hybrid working environment.
• Training or experience using AI platforms or software.

Personal Attributes

We are looking for someone who is:

• Organised and dependable
• Proactive and self-motivated
• Adaptable and comfortable managing varied responsibilities
• Collaborative and supportive
• Professional and approachable
• Detail-focused with strong problem-solving ability

Benefits

• Competitive salary, dependent on experience.
• Company pension scheme.
• Generous annual leave entitlement.
• Hybrid working arrangements, subject to business needs.
• Flexible working hours where appropriate.
• Opportunities for professional development and training.
• Exposure to a broad and varied operational role within a growing consultancy business.
• Supportive, collaborative, and professional working environment.

Pay: £32,000.00-£42,000.00 per year

Experience:

• Administration: 2 years (required)
• professional services environment: 2 years (required)
• administrative role in a Professional Business Consultancy: 2 years (preferred)

Work Location: Hybrid remote in London