Business Support Administrator

Role Overview and Purpose

As a Business Support Administrator based in Leadenhall Street, London, EC3A 1AT, you will deliver professional administrative assistance to the business. Collaborating closely with the Operations and Business Support teams, your role is pivotal in maintaining administrative systems aligned with legislative and company standards.

Working Hours

This position follows a Monday to Friday schedule from 8am to 5pm, totaling 40 hours per week.

Key Responsibilities

• Provide assistance and respond to requests from Divisional Directors, General Managers, and Operations staff promptly.
• Participate in weekly team meetings to coordinate tasks and share updates.
• Communicate with suppliers by issuing purchase orders and monitoring their delivery daily, ensuring timely receipt and forwarding to Accounts Payable when required.
• Manage general site inquiries and respond to incoming calls professionally.
• Prepare comprehensive reports using Excel, PDF formats, including tables and graphs for line management.
• Organize conference call lines and book meeting rooms for Facilities Services Management upon request.
• Record, type, and distribute minutes from meetings efficiently.
• Exhibit professionalism, dedication, reliability, and respect in all interactions with colleagues and clients.
• Understand and anticipate customer (both internal and external) needs, fostering effective relationships and maintaining high customer satisfaction aligned with company values.
• Accurately record and analyze relevant data to support business operations.
• Undertake additional administrative duties as assigned by management.

Administrative Duties

• Maintain constructive professional relationships and communication with customers.
• Assist with induction processes and system training for new team members and managers in the region.
• Utilize company systems such as the in-house CAFM system (Coupa) and client-facing platforms like Corrigo and Vantify.
• Support the resolution of financial disputes by collating necessary data and managing purchase orders in collaboration with clients and accounts payable.
• Aid monthly and year-end reporting by gathering financial and service delivery data for managers.
• Assist operations team with expense processing.
• Support creation, formatting, and dissemination of board reports including up-to-date KPI information.
• Help bid teams prepare presentation materials and organizational charts regionally.
• Manage ordering and inventory of marketing and promotional materials for events.
• Support HR functions including TUPE consultations, interviews, and DBS/vetting checks.
• Address ad-hoc tasks or issues raised by Divisional Directors promptly.
• Keep the company organogram and management diagrams current and accurate.
• Lead training and ownership of new ABM systems, aiding site leads and General Managers.

Candidate Requirements

• Ability to stay composed and efficient within a fast-paced team environment.
• Excellent verbal and written communication skills for interaction with internal and external stakeholders.
• Proficiency at basic to intermediate levels in MS Office tools including Word, Excel, and PowerPoint.
• Strong prioritization skills and ability to cultivate positive working relationships with key personnel.
• Keen attention to detail and customer-focused mindset.
• Proactive and can-do attitude with capacity to take initiative and ownership of responsibilities.
• Capability to follow established processes and instructions accurately.
• Competent in computer usage and related administrative tasks.

Employee Benefits

• Access to 24/7 GP consultation services available to employees and their immediate families via UK-based doctors remotely.
• Support programs for mental health and life event counseling.
• Fitness initiatives to promote physical well-being.
• Financial and legal advisory assistance.
• Participation in cycle to work schemes.
• Entry to an employee app offering perks such as discounts, gift cards, cashback, and special deals.
• Resources for life, family, health, money, and work topics through the employee support platform including chat and telephone crisis assistance.

Additional Information

Applicants requiring reasonable adjustments during recruitment can contact the company's Recruitment Department for assistance.

ABM is a global leader in integrated facilities, engineering, and infrastructure solutions with over 100,000 employees. The company supports diverse sectors such as commercial real estate, aviation, mission-critical environments, and manufacturing. ABM is committed to diversity and inclusion in its employment practices and is a proud member of the Armed Forces Covenant Employer Recognition Scheme.