Business Support Executive in Ashford

Role and Responsibilities:

Executive and Management Support

• Provide day-to-day administrative support to the Country Manager and Business Operations Manager.
• Manage calendars, meeting schedules, travel arrangements, and logistics for senior management.
• Prepare meeting agendas, presentations, business updates, reports, minutes, and action trackers.
• Coordinate leadership meetings and follow up on key actions and deliverables.
• Support strategic projects and initiatives by tracking milestones and maintaining project documentation.
• Occasional travel to other Rhenus UK sites.

Business Operations Support

• Assist in the coordination and administration of operational activities across the UK business.
• Support business process improvements and standardisation initiatives.
• Maintain operational records, documentation, and business procedures.
• Manage travel booking arrangements for field Technicians.
• Monitor key performance indicators (KPIs) and prepare regular management reports.
• Assist with business planning, budgeting, forecasting, and performance tracking activities.

Customer and Stakeholder Support

• Act as a central point of contact for internal business support requests.
• Coordinate communications between departments
• Support customer and supplier administration activities as required.
• Meet and greet customers/visitors,
• Coordinate customer visits, including meeting room bookings, catering, lunch reservations, travel coordination.
• Assist with preparation of customer presentations, proposals, and business reviews.

Commercial and Financial Administration

• Support purchase order processing, invoice tracking, and expense management.
• Assist with budget monitoring and cost-control activities.
• Coordinate vendor documentation and contract administration.
• Maintain records relating to operational expenditure and business performance.

Compliance and Governance

• Support compliance with company policies, quality standards, and regulatory requirements.
• Maintain business records and documentation in accordance with company procedures.
• Assist with audits, compliance reviews, and corrective action tracking.
• Support health, safety, security, and environmental compliance initiatives.

Reporting and Data Management

• Collect, analyse, and consolidate operational and commercial data from multiple sources.
• Produce accurate weekly, monthly, and ad hoc reports for management review.
• Ensure data accuracy, integrity, and compliance with company standards.

General Business Support

• Coordinate company meetings, workshops, and events.
• Support onboarding activities for new employees.
• Assist with internal communications and employee engagement initiatives.
• Provide ad hoc administrative and project support across the business as required.
• Contribute to a culture of continuous improvement, collaboration, and operational excellence.
• Maintain office supplies and coordinate facilities requirements in conjunction with Depot Manager.

Essential Skills and Experience:

• Minimum 3 years' experience in a business support, executive assistant, operations support role.
• Experience supporting senior managers or business leaders.
• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• Intermediate to Advanced proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, Outlook, and Word.
• Experience preparing management reports and presentations.
• Strong attention to detail and accuracy.
• Ability to manage confidential information with discretion.
• Ability to work independently and prioritise competing demands.
• Commercially astute with the ability to identity cost saving opportunities.

Desirable:

• First Aider
• Fire Warden experience