Projects & Administration Coordinator PT - Colchester Business Improvement District

Purpose of the Role

The Our Colchester Business Improvement District (BID) is a not-for-profit organisation and works with over 400 city centre business members to improve the environment and provide additionality to our rich, diverse city.

A role has been established to provide support to the BID Manager in delivering key initiatives that enhance the city’s business environment. Your role will be to carry out administrative duties including answering the phone, monitoring emails, arranging meetings, maintaining databases, keeping accurate records, getting involved in planning and assisting at events, trails and other initiatives and overseeing regular members bulletins and newsletters as well as updating the website.

The successful candidate will be a dynamic, enthusiastic, lead administrator with strong people skills and a flair for creativity.

Based in Colchester City centre, the role will include some weekend and evening working, with advance notice being given.

Closing date for applications is 8th May 2025.

The role will work day to day with Our Colchester BID, but the employment will be with Savills Management Resources.

Benefits: Workplace pension, EAP, Cycle to work, Peoplesafe SOS App.

Key Responsibilities

Office Management and Company Administration:

• Support the BID Manager by developing and maintaining the BID’s relationships with local businesses, statutory providers, funding bodies and external bodies.
• Support the BID Manager, Operational team and Board of Directors in the implementation of all the project areas of the business plan.
• Support the BID Manager in the overall budget management of the BID and in particular in relation to projects and events that deliver the BID’s objectives.
• Support, and when required, manage projects on behalf of the BID.
• Ensure all BID activities are conducted in a proper and transparent manner.
• Attend meetings, provide support, and produce minutes or reports to and for the BID Manager, Board or levy payers when required.
• Ensure compliance with appropriate legislation governing employment, data protection and health and safety.
• To encourage and support member engagement and ensure effective and transparent governance and administration.
• To oversee the preparation of all necessary administration and office procedures for the Our Colchester BID and ensure effective delivery of all related administrative processes including finance, legal, employment, procurement, health & safety and equal opportunities, contract, and project management.
• To oversee the smooth running of the Accounts & Finance System

Stakeholder and Levy Payer Management:

• To act as a strong ambassador for the BID.
• To ensure the BID team develops strong relations with BID members and Board members.
• Engage regularly with levy payers and face to face or on line meetings, understanding their needs and issues and being a listening ear.
• Update the BID Manager of any issues raised via these meetings and discussions and ensure all relevant systems are also updated.
• Project Delivery and Management:
• To support the effective delivery of all BID projects as set out in the BID Business Plan as directed by the BID Manager.
• To ensure that the database of BID levy payers is constantly updated and improved
• To support the BID Manager in monitoring and management reporting of any contracts with Colchester City Council including BID levy collection and the provision of baseline services
• To oversee and support contracts and agreements with suppliers for services provided to the Our Colchester BID
• To work with the BID Manager on all projects, taking ownership of certain projects and events as directed.

Skills, Knowledge and Experience

Essential

• Excellent verbal and written communication skills.
• Previous experience of a customer/service-related role to engage with businesses and stakeholders effectively.
• An outgoing personality with a ‘can do’ and flexible attitude.
• Highly organised, efficient and adaptable.
• Experience of IT including Google Office Programs, Microsoft Office, Excel and PowerPoint.
• A proactive and creative approach to problem-solving.
• Confident to work independently and as part of a team.
• Excellent time management and ability to work effectively under pressure with ability to prioritise the many different aspects of a BID.

Desirable

• Experience of project and budget management.
• Knowledge and understanding of BIDs and challenges/opportunities for city/town centres.
• Experience working with Business Improvement Districts (BIDs) or city/town centre initiatives.
• Experience of Website management
• Familiarity with graphic design tools such as Canva.
• Knowledge and understanding of membership organisations.
• Event planning experience.

Working Hours – Part-Time, 24 hours per week

Salary – £16,800

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Please see our Benefits Booklet for more information.