Business Support Manager in Mansfield

Job Overview

Cema Refreshments is looking for an experienced, highly organised and proactive Business Support Manager to join our management team.

This role is office-based, and you must be able to travel to the Nottingham area.

This is a varied and important position within the business, reporting directly to the Managing Director and working alongside our Sales & Account Management and Operations functions.

The Business Support Manager will take ownership of many of the day-to-day administrative and support functions that keep the business running effectively.

This includes customer service, purchasing and stock control, HR administration, fleet administration, health & safety administration, management reporting and business systems.

A particularly important part of the role is helping to ensure communication across the business is organised and effective.

You will support the Managing Director with the management of their mailbox and share responsibility for key company mailboxes, including Service and Accounts.

• You will form part of a small management team built around three key functions:
• Sales & Account Management – sales growth, customer relationships and account development.
• Operations – operational delivery and service.
• Business Support – internal support functions, administration, purchasing, customer service, systems and compliance.

This is not simply an administrative position.

We are looking for someone who can take ownership, make decisions, prioritise effectively, delegate when appropriate and ensure actions are followed through to completion.

The successful candidate will work closely with the Managing Director and will have visibility across most areas of the business.

Trust, discretion, accountability and good judgement are therefore essential.

Responsibilities

• Customer Service & Communication
• Act as a key point of contact for customers by telephone and email.
• Mailbox Management

A significant part of the position involves supporting the Managing Director with the effective management of their mailbox, helping to identify, prioritise and action emails where appropriate.

You will also share responsibility for managing key company mailboxes, including the Service and Accounts mailboxes, working with other members of the team to ensure communications are dealt with promptly and appropriately.

Responsibilities will include

• Supporting the Managing Director with the organisation and management of their email inbox.
• Identifying emails requiring priority attention, action or escalation.
• Sharing the management of the Service mailbox, ensuring customer requests and issues are logged, actioned, delegated and followed through.
• Sharing the management of the Accounts mailbox, helping ensure invoices, supplier queries, customer account queries and other finance-related correspondence are dealt with appropriately.
• Managing your own business mailbox effectively.
• Delegating actions to colleagues where appropriate and following up to ensure completion.
• Helping maintain clear and organised shared mailbox systems.
• Ensuring important communications and actions do not get overlooked.
• Purchasing, Suppliers & Stock
• Take responsibility for purchasing stock required by the business.
• Monitor stock levels and maintain appropriate availability.
• Negotiate with suppliers on pricing and commercial terms.
• Develop and maintain strong relationships with key suppliers.
• Monitor purchasing costs and work within agreed budgets.
• Check supplier pricing and invoices for accuracy.
• Prepare relevant information for invoicing and the Accounts function.
• Identify opportunities to improve purchasing efficiency and reduce unnecessary costs.
• Balance stock availability with sensible stockholding and working capital requirements.
• Business Administration & Systems
• Maintain accurate information within company systems.
• Complete and manage administrative documentation, including Panda Doc and other company systems.
• Ensure service calls and other business information are entered accurately and promptly.
• Maintain organised electronic records and documentation.
• Help improve administrative processes and systems across the business.
• Support the Managing Director and wider management team with day-to-day business administration.
• Management Information & KPIs
• Prepare regular KPI and management reports.
• Provide accurate information to the Managing Director and management team.
• Monitor key business measures and highlight areas requiring attention.
• Ensure management information is accurate and available when required.
• Support management meetings with relevant reports and information.
• Help identify trends, issues and opportunities from management information.
• HR Administration
• Manage day-to-day HR administration.
• Review and approve employee holiday requests in line with company requirements.
• Maintain holiday and absence records.
• Prepare internal HR letters and documentation.
• Maintain employee records and training information.
• Support recruitment and onboarding administration where required.
• Handle employee information accurately and confidentially.
• Work with the Managing Director and external HR support where appropriate.
• Fleet Administration

Cema Refreshments operates a small fleet of company vehicles.

This position is responsible for the administration and coordination of the fleet rather than the day-to-day management of drivers.

• Maintain vehicle records.
• Monitor MOT, servicing, insurance and other key dates.
• Coordinate vehicle maintenance where required.
• Manage relevant fleet documentation.
• Delegate actions to appropriate team members.
• Ensure fleet administration remains organised and compliant.
• Health & Safety Administration
• Coordinate Health & Safety administration across the business.
• Maintain H&S records and documentation.
• Monitor training and compliance records.
• Assist with risk assessments and other H&S documentation.
• Ensure required actions are delegated and followed up.
• Maintain accurate accident and incident records where required.
• Work with management and external advisers where appropriate to maintain compliance.
• Deal directly with customer enquiries, service issues and complaints professionally and promptly.
• Log and coordinate service calls, ensuring information is accurately recorded and communicated to the appropriate team members.
• Follow up outstanding customer and service matters through to resolution.
• Maintain a high standard of communication with customers, suppliers and colleagues.
• Help ensure customers consistently receive a high level of service.

Experience

• We are looking for someone who is organised, confident, commercially aware and comfortable taking ownership.

You may currently be working as a Business Support Manager, Office Manager, Operations Support Manager, Senior Administrator or in another broad business support position and be ready to take on greater responsibility.

Essential Skills & Experience

• Strong experience in business administration, office management or business support.
• Excellent organisational and time-management skills.
• Excellent written and verbal communication skills.
• Strong customer service skills and confidence dealing directly with customers.
• Confidence handling customer problems and complaints.
• Experience working across multiple shared and personal email inboxes.
• Ability to prioritise a high volume of emails, tasks and competing demands.
• Confidence working directly with a Managing Director or senior management team.
• Purchasing and supplier-management experience.
• Confidence negotiating with suppliers.
• Understanding of stock control and purchasing budgets.
• Good Excel and general IT skills.
• Strong attention to detail.
• Ability to handle confidential and commercially sensitive information appropriately.
• Confidence making day-to-day decisions and delegating actions to colleagues.
• A practical, positive and solutions-focused approach.

Desirable Experience

Experience in some or all of the following would be advantageous

• Producing management reports and KPIs.
• HR administration.
• Holiday and absence management.
• Fleet administration.
• Health & Safety administration.
• Stock management.
• CRM or service-management systems.
• Panda Doc or similar document-management systems.

Benefits

• Additional leave
• Discounted or free food
• On-site parking
• Work Location: In person