This role plays a vital part in ensuring the smooth running of office operations while providing essential administrative, financial, and project support.
PLEASE NOTE THIS IS A FULL TIME OFFICE BASED ROLE. NOT HYBRID
Working closely with the Business Analyst and Commercial Manager, to support project finance processes, maintain accurate data across systems, and act as a central point of contact for day‑to‑day business support activities.
Office & Business Administration
Act as the first point of contact for the office, including managing telephone calls, welcoming visitors and dealing with general enquiries to ensure the smooth running of the office
Coordinate multiple office services including cleaning contracts, utilities management, and supplier portals
Manage office facilities and supplies including ordering stationery, arranging refreshments, issue of access keys and access to Wi‑Fi for visitors.
Support staff with non‑project enquiries such as car hire/travel bookings and expense queries where necessary
Manage the office credit card transactions and complete monthly reconciliations of receipts and documents.
Finance & Procurement Support
Raise all purchase requisitions (project/non project) for the business using Microsoft Dynamics 365, ensuring they are approved, issued and recorded on the relevant system (Timemaster).
Process and verify supplier invoices in D365, ensuring timely approval and receipted for payment, ensuring that they are recorded against the relevant purchase requisition on the system (Timemaster)
Set up new suppliers on to the system and maintain accurate supplier records
Manage non‑project invoicing and related financial administration as and when required
Project & Commercial Support
Create and maintain project records within the system (Timemaster), this includes adding fees, inputting programme dates, and updating resource profiles for all projects
Update all additional project data, including any fee changes and change control fees that need adding to the project
Support framework passthrough management ensuring all relevant project data and associated purchase requisitions are recorded and quarterly reconciliations of invoices are reported to the bid team/framework manager
Export financial and project data as required for reporting purposes
Qualifications
5 GCSE’s (A-C) including Maths and English
BTEC or equivalent in Business or Finance, or working towards
Experience
Experience in a similar administrative or project finance support role
Skills & Abilities
Proficient in Microsoft Office (Excel, Word, Outlook)
Strong organisational skills with the ability to manage multiple priorities
High level of accuracy and attention to detail