Job Title: Business Unit Administrator
Reporting to: Finance Business Partner
Business Unit: Head Office
Purpose of the Position:
This role will provide high-level administrative, organisational, and operational support to the Head Office Business Unit. It will act as a key liaison between senior leaders, internal stakeholders, and external partners while overseeing a range of administrative, financial, and facilities responsibilities. It will also manage core Head Office processes such as fleet, travel, telecoms, credit card administration, and central training coordination.
Facilities & Office Management
- Oversee the day-to-day running of the Belfast office.
- Manage facilities contracts including cleaners, maintenance providers, landlords, and utilities.
- Ensure office equipment such as franking machines, printers, and meeting facilities are functioning effectively.
- Coordinate meetings, room bookings, catering, visitors, and parking arrangements.
- Manage courier and postal services.
- Monitor and replenish office supplies.
Procurement & Financial Administration
- Manage the creation, processing, and receipting of purchase orders.
- Oversee invoice workflows, ensuring timely and accurate processing.
- Maintain accurate financial records and support budget-related administration.
- Monitor Head Office credit card usage, allocate spending, and ensure compliance with internal controls.
- Ad hoc financial administration as required
Travel & Logistics Coordination
- Book travel arrangements, including flights, hotels, hire cars, parking, and rail travel.
- Manage travel profiles, preferences, and approvals.
- Ensure cost-effective travel planning aligned with business policies.
Fleet & Equipment Management
- Oversee fleet administration, including adding/removing vehicles from insurance databases.
- Act as the central contact for vehicle providers, insurance partners, and internal users.
- Maintain accurate fleet documentation, mileage logs, and compliance records.
Telecoms & Group Account Administration
- Manage group-level mobile phone accounts, SIMs, hardware allocation, upgrades, and contracts.
- Maintain asset registers and ensure accurate charging to cost centres.
- Liaise with telecoms providers and ensure adherence to group policies.
Head Office Training Coordination
- Coordinate with the Institute to maintain training records for Head Office employees
- Support the Institute team to ensure seamless delivery of employee development programmes.
Person Specification
Qualifications and experience
- Minimum of five GCSEs (A*-C or equivalent), including Maths and English.
- Experience with financial systems, purchase order processes, and GRN workflows.
- Strong proficiency in Microsoft Office, especially Excel (data analysis, reporting) and Outlook (complex diary management).
- Excellent time management and organisational skills to manage multiple tasks.
- Excellent organisational, communication and interpersonal skills
- Be able to work under pressure, be a team player and have a high level of self-motivation.
- Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.
Desirable criteria
- Experience with fleet, travel, telecoms, or facilities administration.
- Knowledge of accounting or payroll principles and/or systems.
Additional Attributes
- Professional approach and excellent attention to detail.
- Comfortable working independently while supporting multiple senior stakeholders.
- Commitment to continuous improvement and service excellence.
Values
Team Spirit & Generosity - able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
Trust and Empowerment - enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.
Integrity and Responsibility - enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.
Innovation & Entrepreneurship - continually strive to improve processes and introduce new initiatives to improve efficiency.
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Business Unit Administrator employer: Omexom
Omexom is an exceptional employer that prioritises employee growth and development, particularly for the Senior Planner role. With a strong focus on collaboration and innovation, our work culture fosters teamwork and empowers individuals to take ownership of their projects. Located in a dynamic sector, we offer competitive benefits and opportunities to work on high-value infrastructure projects, ensuring a rewarding and meaningful career path.
